Convention Services Manager

Omni Louisville Hotel • Louisville, KY

321d

About The Position

The Omni Louisville Hotel is seeking an experienced Convention Services Manager to join their team! The Convention Services Manager prepares all event documentation and coordinates with Sales, property departments and customer to ensure consistent, high-level service throughout the planning, event and post-event phases of property events. This position primarily handles complex events, including City wide, Corporate and State Association Conferences. Our ideal candidate recognizes opportunities to maximize revenue by up-selling and offering enhancements to create outstanding events, serves as the meeting planner's primary contact (following turnover) on property and is responsible for his/her experience, and supports and acts on behalf of the Director of Convention Services in his/her absence.

Requirements

• A minimum of 3-5 years previous experience as a Conference/Convention Services Manager in a high-volume upscale hotel required.
• Must be able to work flexible hours to include weekend and holidays.
• Excellent communication skills in all aspects: verbal, written and non-verbal.
• Bachelor's Degree preferred.
• Appropriate, professional appearance and presentation.
• Strong computer knowledge, with technical ability to fully use Microsoft Word, Delphi, Excel, Outlook, and other management systems.
• Conversant with culinary techniques and food creativity.
• Knowledgeable in banquet set-ups and creativity in room decorations.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.
• Ability to work cohesively with co-workers both within and outside of the department.
• Ability to think clearly, quickly and make concise decisions.
• Ability to work well under pressure, dealing with many guest requests/questions within a short period of time.
• Strong organizational skills with the ability to prioritize and multi-task in a fast-paced environment.
• Ability to stand, walk or sit for extended periods or for an entire work shift.

Responsibilities

• Coordinating all aspects of conferences as assigned by the Director of Convention Services.
• Managing food & beverage requirements, effective meeting space usage, audio-visual requirements, guestroom types and rooming lists.
• Overseeing function room set up, group transportation, check in and check out needs, billing, telephone and internet requirements.
• Handling box storage and delivery, power requirements, expected food and beverage outlet usage, business center requirements, entertainment, leisure activities, and décor requirements.
• Preparing and reviewing resumes for groups and ensuring all departments receive necessary information pertaining to the Conference.
• Partnering with the culinary team to create customized menus to fit client's needs and increase food and beverage revenues.
• Verifying contracted banquet meeting rooms to guarantee proper space assignment and meeting room accommodations.
• Ensuring all conventions adhere to company policies, fire department regulations, state liquor laws, and other applicable government regulations.
• Overseeing contracted group room blocks including cutoff and attrition.
• Conducting pre-planning meetings with necessary departments when requested by client.
• Entertaining clients in a professional manner to establish closer working relationships.
• Initiating the method of payment process and assisting the credit manager in all accounting procedures.
• Collecting information to create master account estimates 90 days and 21 days prior to conference/event.
• Creating Banquet Event Orders (BEO's) to review with the meeting planner and providing signed event orders to the Credit Manager.
• Distributing BEO's to be reviewed with the Banquets, Banquet Setup and Culinary Departments in daily BEO meeting.
• Attending required meetings including morning and afternoon Stand-Up Meeting, BEO Meeting, Forecast Meeting and Department Staff Meeting.
• Recommending appropriate in-house and/or preferred vendors for group related services to drive hotel revenue.
• Conducting pre-conference meetings with meeting planner and all appropriate department heads.
• Ensuring meeting arrangements are to the meeting planner's specifications during the conference.
• Being available to meeting planner during conference through phone, email, and in person to troubleshoot any questions.
• Arranging for post-conference meetings with the meeting planner and the Executive Committee when requested.
• Forecasting all food and beverage events on a monthly and yearly basis and assisting in forecasting guestroom revenue.
• Displaying leadership in guest hospitality and creating a positive atmosphere for guest relations.
• Integrating current trends in event management and event design.
• Setting goals and delegating tasks to improve hourly staff performance.
• Providing necessary training, motivation, and leadership for all department personnel.
• Participating in all pertinent meetings to include BEO, Resume, Cutoff, Daily Stand-Up, Daily Business Review, etc.
• Supporting and acting on behalf of the Director of Convention Services in his/her absence.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Industry: Administrative and Support Services
• Education Level: Bachelor's degree