Coordinator - Convention Services

Wynn Resorts•Las Vegas, NV

About The Position

The Coordinator - Convention Services acts as a secondary group contact and event facilitator for programs after a signed contract is received, supporting three or more managers and their affiliated programs. The role handles event-related calls and transfers, runs group reports, and coordinates housing changes with the Convention Desk and Group Desk. It assists with estimated charges, credit submissions, invoicing, deposit collection, group resumes, event orders, hotel operational orders, VIP arrangements, and group pre-conference preparation. As part of the sales line, the coordinator answers, screens, and directs incoming calls and leads professionally. The position also maintains correspondence and report files, distributes and organizes Meeting Event Orders, enters accounts and bookings, maintains files in Delphi, and follows the Convention Services task list through each task’s full life cycle. Other duties may be assigned by Convention Services and Hotel Sales Department Management.

Requirements

At least 2 years of administrative experience.
Excellent typing skills.
At least a high school diploma or GED.
Problem-solving skills.
Good communication skills.
Ability to multitask and adhere to strict timelines.
Ability to work with internal and external clients.

Nice To Haves

Proficiency with Microsoft Word, Excel, and Outlook.

Responsibilities

Act as a secondary group contact and event facilitator for programs after receipt of a signed contract.
Support three or more managers and affiliated programs.
Manage incoming phone calls and transfers regarding events.
Run group reports, such as pickup reports and rooming lists.
Coordinate housing changes with the Convention Desk and Group Desk throughout programs.
Assist with developing estimated charges, submitting for credit, invoicing, and collecting deposits.
Help prepare group resumes by merging information, matching details to contracts, filling in concessions and estimated charges, and noting group VIPs.
Assist with executing orders related to event requirements, including telephone orders, meeting event orders, and business center needs.
Assist with hotel operational orders for events, such as meal vouchers, restaurant reservations, cabana reservations, show tickets, spa or salon services, and golf.
Help prepare VIP arrivals and departures by arranging amenities, cards, and transfers.
Prepare for group pre-conferences by confirming attendance, printing nameplates, and making necessary copies.
Answer, screen, and direct incoming calls and leads professionally as part of the sales line.
Assist with and maintain an accurate filing system for correspondence and reports in compliance with general office procedures.
Distribute and organize the department’s Meeting Event Orders daily.
Input accounts and bookings and maintain files in Delphi.
Follow the Convention Services task list and complete each task through its full life cycle.
Perform other duties and responsibilities as requested by Convention Services and Hotel Sales Department Management.