Convention Services Manager

2 weeks ago

Pensacola, United States Innisfree Hotels Full time

Innisfree Hotels is an inclusive workplace that fosters a culture of care where employees genuinely matter, and their voices are heard.

Location:
Hilton Pensacola Beach

The Convention Services Manager is responsible for all aspects of facility operations including booking, contract preparation, collecting payments and permits, pre-and post-event inspections, inventory control, final billing, and financial reporting. This includes the supervision and coordination of Convention staff, oversight of all procedures, and troubleshooting problems to ensure each event operates smoothly.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

- Always approaches all interactions with guests and employees in a friendly and service-oriented manner by maintaining a positive demeanor.

- Meets with prospective and actual clients regarding all aspects of Convention Services and provides packets of information as needed.

- Serves as the primary contact regarding the facility by actively working with hotels, community organizations, vendors, and travel services.

- Checks availability and schedules room utilization as appropriate to reflect set up, event and post-event cleanup.

- Coordinates with clients and collects deposits, insurance certificates, health and/or alcohol permits, signed contracts and payment for charges incurred.

- Meets with clients and conducts pre-event and post-event inspections.

- Prepares contracts and reviews fees and other requirements with clients.

- Assesses any additional costs, invoices the client, and maintains payments.

- Responsible for designing menus to present to internal/external clients and decides on event space layouts.

- Manages Convention staff during events, which includes briefing staff on the plans, setting out timelines for events, ensuring proper event setup and directing staff during events to ensure execution according to client expectations.

- Responsible for tracking and reconciling monthly inventory of services materials.

- Creates BEOs, Welcome/Introduction Packets, Pre-Planning Meeting Packets, Pre-Conference Meeting Welcome Packets, and Thank You Letters.

- Coordinates catering and beverage services for events. This includes working with internal and external clients to identify food and beverage requirements for the meetings.

- Regularly evaluates conference rooms and facilities for problems such as light outages, blemishes on surfaces or technical issues, and reports any problems to appropriate department.

- Completes necessary documentation for telephone requests, amenity requests, key requests, banner requests, transportation requests and vendor requests.

- Administers complaints and negative feedback from customers to address concerns and where applicable, provide a quick service recovery.

- Shows initiative in job performance by anticipating the needs of guests and team members.

- Follows all company's policies, procedures, and meet standards.

- Performs any other duties as assigned by management.

Qualifications

1. Must have a high school diploma or equivalent.

2. Minimum 2 years of catering, convention services, or sales support experience required, hospitality industry preferred.

3. Ability to interpret a variety of instructions provided in written, oral, or scheduled form.

4. Ability to read, write, and speak effectively in English in order to communicate with guests and team members.

5. Knowledge of reservation and POS systems.

6. Ability to work with computers and good knowledge of operating software preferred.

7. Must be able to multi-task and be detail-oriented.

8. Must be a team player.

9. Ability to work independently with minimal supervision in a high degree of autonomy.

Innisfree Hotels will invest in you, if you invest in you. We are a fast-paced, expanding company and we need team members who thrive on challenge, seek responsibility and value our culture to lead us into the next generation of growth.

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