Convention Services Manager Oem/hm

2 weeks ago

Washington, United States CourtyardResidence Inn Washington Downtown Full time

If you’re looking for a **great place to work**, you’ve come to right place and we’re looking for an exceptional individual to join our dynamic team in the position of **Convention Services Manager**.

We are a fusion of two unique Marriott® brands with **504 combined rooms**, a **Full Service Restaurant, Roof Top Bar** and **10,200 SQ FT of flexible meeting and event space**. We offer prime proximity to the Walter E. Washington Convention Center, Metro, Smithsonian Museums, CityCenter DC dining and shopping, and local businesses in the heart of downtown Washington, DC.

**We offer a starting rate of pay of $65,000 annually. An excellent Benefit Package including Health Care and 401K Benefits effective after 30 days of employment, Quarterly Bonus potential and....COMPLIMENTRY PARKING**

**Overview**:
The Convention Services Manager will plan and manage definite groups and citywide conventions after the sales booking process is complete.

**Hotel Specific Duties & Responsibilities**:

- Manage definite group room blocks and group stay experience at a dual Convention complex (504 rooms total) from the point of receiving group sales turnover to closing it out according to CS check list.
- Manage groups’ cut offs, rooming lists, pick up, and other group technology aspects. Collaborate with Sales Coordinator on all aspects of managing group inventories.
- Manage billing aspects from advance deposits to final payments, master accounts set up etc.
- Collaborate with the accounting manager to make sure group accounts are reconciled within 3 days of departure.
- Coordinate resume meeting time, location etc. Produce group resumes and communicate with operations all details.
- Attend city wide pre-convention meetings.
- Provide convention pick up reports daily
- Liaison between Sales, Catering and AV Managers and clients. This position does not require event and BEO management
- Manage group VIP stays, breakfast requests, group arrivals/departures and all specific details related to groups
- Ensure Group Audits are completed in time and Group commissions are accrued and paid out to 3rd parties
- Manage group no-show, cancelations and attrition fees
- Manage Passkey and Housing Group portals and update group inventories as needed
- Award Bonvoy Points within 7 days of group departure
- Assist DOS in forecasting groups based on pick up.
- Fosse knowledge is a preferred

**Overview**:
The Convention Services Manager will plan and manage conferences after the sales booking process in complete. Duties involve coordinating and negotiating meetings/functions, rooms, menus and all related requirements for large groups, maximizing room and meeting space, revenues and profits while ensuring a quality product.

**Key Duties & Responsibilities**:

- Finalize food, beverage, and meeting room set-up requirements after group is
- turned over to conference services or during the negotiating process as needed
- Upgrade and upsell menus to achieve highest possible profit
- Provide Weekly Projections of banquet sales as related to budgeted sales and seek all upsell opportunities to generate additional revenue
- Be familiar with departments Standard Operating Procedures and adhere to these guidelines
- Establish and maintain customer contact at all functions
- Promote energy conservation and aggressive hospitality programs along with achieving accident prevention goals
- Be prompt and accurate in completion of assigned projects
- Finalize BEOs by meeting with and telephoning customers. Once Business is Booked:

- Obtain necessary information to complete Banquet Event Orders in Delphi
- Work closely with sales manager to manage the room block and meeting space.
- Assist in arranging any off premise/outside activities for the client.
- Make transportation arrangements for group as necessary or requested.
- Complete coversheets to inform entire Hotel on upcoming groups
- Call contact after each function to ensure satisfaction. Make appropriate notations in file.
- Follow-up on any comments requiring explanation or adjustments
- Convention Services Managers go over all requirements of program with client including:

- Time of function Type of Set Audio/Visual Requirement Coffee Breaks Menu
- Selection Number of People General Administration and Reports
- Making sure files are administratively sound
- Keeping file activity records updated in Delphi
- Monthly Room Reconciliation Making sure Reservations and Sales Group Rooms information matches
- Monthly Diary Audit making sure your personal journal entries are correct and that no tentative dates have passed Meetings
- Weekly sales Meetings to bring up any positive or negative experiences of the week
- Staff/Forecast Meeting to inform all Hotel departments about upcoming groups
- BEO Meeting to go over specifics of each group on a daily basis with appropriate departments

**Education and Experience**:

- High school diploma or GED plus at least three (3) years of experience in hotel

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