Summary/Objective

The Convention Services Manager (CSM) will manage and coordinate all conferences, meetings, and group functions of corporate and business groups as booked and contracted by the Event and Group Sales Representative.

Supervisory Responsibilities

• The Convention Services Manager will directly supervise the Event Services Coordinators
• Seasonally the CSM will supervise 2 interns
• Handles guiding, coaching, and correction of employees as needed with the guidance of the Sales Manager
• Conducts performance evaluations that are timely and constructive

Duties/Responsibilities

• Works closely with the Event and Group Sales Representative to facilitate a seamless transition from the sales process to the execution phase of the event cycle
• Coordinates and meets with clients to gather initial scope and specifications of event, including size, dates and facilities desired.
• Assist the client in menu planning, food and beverage coordination, table arrangements, décor, room set-up, group room blocks, VIP services, etc.
• Works with sales staff to service and solicit new business. Upsell client events and manage function space and room block inventory
• Monitors room blocks and ticket blocks to ensure the timely release of all blocked rooms and tickets
• Work closely with other hotel departments to facilitate services agreed upon by the Group Event Services office as outlined in group contract
• Communicate meeting event needs as determined by the client through the detailing and distribution of Event Orders (EO)
• EO’s are completed and distributed to necessary parties in timely manner to ensure proper preparation for group event
• Check function room set-ups prior to guest arrival, ensure al details are in agreement with client’s requirements and TRMF standards. Ensure deficiencies are corrected by appropriate personnel.
• Welcome group contact upon arrival at function and ensure guest satisfaction
• Monitor and ensure all functions are setup, refreshed and broken down in compliance with scheduled times
• Conduct site visits to entertain clients looking to book events or prepare for their already booked event
• Maintain client files and update information daily
• Complete invoicing of events to ensure final billing is conducted in timely manner
• Follow up with clients regularly to ensure satisfaction and to secure future bookings
• Promote teamwork and quality service through daily communication and coordination with various TRMF departments
• Develop and maintain current list of available venues, services and pricing options
• Stay up to date on industry trends
• Build and maintain relationships with group contacts to ensure smooth execution of events as well as rebooking of groups for future business
• Other duties as assigned

Work Environment

This position is in an office environment. Evenings, weekends and holidays required. Additional hours required from April to October.

Position Type/Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m., this position regularly requires long hours and weekend work.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Required Skills/Abilities

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and meticulous attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Creative and effective problem-solving skills.
• Knowledge of event planning and catering requirements.
• Ability to respond to problems and assist clients with a calm, courteous, and helpful manner and attitude.
• Thorough understanding of legal regulations and permits required for events.
• Ability to work at a fast pace
• Knowledge or ability to learn computer systems, reservations and ticketing systems.
• Proficient in Microsoft Office Suite.

Required Education and Experience

• High school degree required, Bachelor’s degree in Business Administration, Hospitality Management, and Communications or related field preferred.
• At least two years of experience planning company or conference center events required.
• At least three years of experience in customer service, retail, or a related field.
• Knowledge of hotel sales and/or catering preferred

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Prolonged periods of sitting at a desk and working on a computer.
• While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• Must be able to lift up to 30 lbs. at times.
• Ability to remain calm under pressure and deal with unexpected situations.