Job Description

Job Description

Job Description

Job Summary:

The Convening & Event Manager will plan and coordinate group accommodations, meetings, banquets etc., ensuring all arrangements are made and executed to the customer's expectation and satisfaction.

Duties & Responsibilities:

• Familiarize yourself with the assigned group file, review the sales contract, and discuss details with Sales Manager if needed.
• Ensure program agenda matches Function Diary for proper space booking and assignment.
• Review billing and obtain a method of payment before group arrival, forwarding necessary information to accounting.
• Obtain rooming list by the due date, checking it against the contracted room block.
• Coordinate with the Revenue Manager for any additional room bookings and applicable rates.
• Communicate changes in the rooming list to the Reservations Manager for updating in Opera.
• Coordinate all catering functions, upselling menus, and additional items to meet clients' requirements.
• Maximize hotel revenues by selling/upselling rooms, F&B, and other items whenever possible.
• Create a Group Resume and Banquet Event Orders (BEOs) with accurate and detailed information for the client to sign.
• Coordinate off-site events and use approved vendors or ensure vendors provide necessary insurance certificates.
• Coordinate room drops and amenity orders with Guest Relations Coordinator and Front Office.
• Distribute BEOs and Group Resumes at least 10 days and 7 days before group arrival.
• Attend BEO and Ops meetings to review upcoming groups/events and answer questions from Operations.
• Promptly follow up on changes, additions, or cancellations and communicate them to all departments concerned.
• Send welcome amenities to meeting planners and VIPs upon arrival.
• Responsible for accurate group room nights and Banquet revenue forecast.
• Initiate and implement action plans for product, service, and revenue improvements.
• Conduct pre-conference meetings with group contacts when necessary.
• Act as a liaison between meeting planners and Hotel operations, maintaining a professional attitude.
• Ensure the client's satisfaction with all arrangements during the program.
• Report complaints or problems to the Hotel Manager and assist in resolving them to the client's satisfaction.
• Review the preliminary master account with the contact upon departure.
• Obtain feedback from clients and send thank you letters.
• Review all invoices and back-up, adjusting them if needed.
• Calculate attrition penalties, if applicable, and communicate billing to Accounting after the group's departure.
• Copy all the captain's reports into Delphi as a reference for future bookings and add any preferences to the comments section.
• Handle Banquet inquiries and events based on business demand.
• Assist in budget control and short and long-term forecasting.
• Performs other related duties as assigned.

Required Skills & Abilities:

• Excellent written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Proficient in Microsoft Office Suite or similar software.
• Must be able to work both with a team and independently in a fast-paced environment.
• Knowledge of a hotel structure and how all departments interact.
• Knowledge of Food & Beverage preparation techniques, health department rules, and regulations, as well as liquor laws and policies.

Education & Experience:

• Bachelor's degree in related field is required.
• Events experience is required.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

An Equal Opportunity Employer

We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, or any other status protected by law or regulation. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors.

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