Group & Conventions Coordinator
Full-Time / Hourly
Job Summary
The Group & Conventions Coordinator is responsible to provide our clients and colleagues with personalized service tailored to their needs and goals, based on teamwork. Responsibilities also include organizing departmental files and communicating with clients and the hotel’s operational departments. Group & Conventions Coordinator is responsible to showcase the property and present themselves professionally at all times to help close the business for the hotel.
Main responsibilities:
- Conduct thorough Inspections before scheduled appointments: Inspect all hotel Maintain regular attendance according to hotel standards, as required by the schedule, which will vary depending on hotel needs.
- Keep files organized and up to date.
- Keep the immediate supervisor fully informed of all matters requiring attention.
- Have comprehensive knowledge of all operational departments of the hotel, including guest services, reservations, housekeeping, AV, accounting, restaurants, bars, activities, etc.
- Be visible on the floor and assist staff as needed during banquet functions.
- Conduct site inspections for Catering clients.
- Prepare internal meetings and events, including logistics and preparation of Event Orders (EOs).
- Prepare documentation and maintain internal reports for EO, Forecast, Revenue, and DDR meetings.
- Prepare meeting rooms and binders for Pre- & Post-Con meetings.
- Maintain vendor invoices and follow up on payments.
- Prepare and send welcome letters (Intro Letters) and documents for all new contracts with detailed hotel information.
- Assist convention managers and the director daily in the office with last-minute events, and provide support to any client needing assistance during their events.
- Handle any client requests in the absence of the Convention Managers.
- Update group revenue in the Envision system once the event is completed.
- Immediately report any incidents occurring in the work area.
- Execute all tasks and instructions assigned by the immediate supervisor, as well as any additional responsibilities required by the role. Ensure all contracted groups, match Envision system before turnover.
Minimum requirements of the position:
- High School diploma or equivalent is required with college course work in related field preferred.
- Flexible schedule (available to work overtime, day and night shifts, holidays, and weekends).
- Minimum of 2 years of experience in a related position and/or in the hospitality industry.
- Strong organization and presentation skills.
- English and Spanish verbal and written.
- Attention to detail, Planning and organizational ability, Customer skills, as well as Computer skills and general Accounting knowledge.
- Proficient with Microsoft operating Systems.
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