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 receipt of a signed contract. The role supports three or more managers and affiliated programs, handles incoming calls and event-related transfers, and runs group reports such as pickup reports and rooming lists. The coordinator works with the Convention Desk and Group Desk on housing changes throughout each program. The position assists with estimated charges, credit submissions, invoicing, and deposit collection. It helps prepare group resumes by matching details to contracts, filling in concessions and estimated charges, and identifying group VIPs. The coordinator also helps execute event-related orders, including telephone and meeting event orders and business-center needs, and assists with hotel operations arrangements such as meal vouchers, restaurant reservations, cabana reservations, show tickets, spa or salon appointments, and golf. Additional duties include preparing VIP arrivals and departures; preparing for group pre-cons by confirming attendance and producing nameplates and copies; answering, screening, and directing incoming calls and leads; maintaining correspondence and report files; distributing and organizing Meeting Event Orders; entering accounts and bookings and maintaining files in Delphi; and following the Convention Services task list through the full event life cycle. The coordinator performs other duties as requested 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 meet strict work-completion 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, including 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 matching details to contracts, filling in concessions and estimated charges, and noting group VIPs.
Assist with executing orders related to event requirements, such as 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 appointments, and golf.
Help prepare VIP arrivals and departures by arranging amenities, cards, and transfers.
Prepare for group pre-cons by confirming attendance, printing nameplates, and making necessary copies.
Answer, screen, and direct incoming calls and leads professionally as part of the sales line.
Maintain an accurate filing system for correspondence and reports in compliance with general office procedures.
Distribute and organize department Meeting Event Orders daily.
Input accounts and bookings and maintain files in Delphi.
Follow the Convention Services task list to complete tasks throughout the full life cycle.
Perform other duties and responsibilities as requested by Convention Services and Hotel Sales Department management.