Position Details

Position Title

Convention Services Manager

Department

Sales & Catering Department

Reports To

Director of Catering & Convention Services

• Act as the key contact & administrator for Catering and Groups, including the negotiating and processing of Catering and Group contracts in Delphi; managing rooming lists; confirm billing requirements for pre-payments & deposits; and detailing overall catering requirements.
• Solicit new leads for potential Catering business.
• Achieve revenue quotas established for each fiscal year.
• Follow-up on incoming inquiries via phone, email, and walk-ins, as assigned; and through third-party RFPs (Request for Proposals)

• Check all cut-off dates; and “review” dates are monitored & actioned.
• Ensure receipt of accurate and detailed rooming lists with distribution in a timely basis to the Reservations Department for loading group rooms.

• Prepare & distribute Groups resumes to all key departments, ensuring thorough overview of groups essential needs

• Ensure travel industry partners/Group accounts are kept up to date with property information, including the proofing & translation of collateral, fact sheets and sales kits as required.

• Work collaboratively with the Guest Services Manager to ensure appropriate welcome / departure of all groups are conducted with open lines of communication maintained during stay.
• Conduct or organize site inspections as required, while at the same time ensuring a comprehensive level of product knowledge of the hotel

• Complete all Banquet Event Orders (BEOs) in a timely manner, which includes finalizing with the client, reviewing, authorizing typed BEOs; and distributing to all necessary departments to execute Catering and Group events.  This person will also call clients to obtain function guarantees.
• Ensure all F&B vouchers and/or gift cards are ready for Group’s arrival as well as necessary memos informing applicable restaurants

• Be present at start of functions to ensure that the arrangements are in order and assist at special functions sponsored by the Hotel

• Monitor the productivity of Catering and Group production by completing monthly reporting including maintaining logs of definite & pending events

• Ensure client contacts are recorded in the company database in accordance with set database rules.

• Maintain effective channels of communication through actively participating in any intradepartmental and interdepartmental meetings; and contributing ideas for Sales & Catering initiatives to meet the needs of our hotel guests.
• Develop and maintain an interest in the wider hospitality market through relationships with industry personnel, national associations, and read publications relevant to the travel industry. Be aware of and report competitor activity. Represent the Hotel at relevant tradeshows and industry functions as required.
• Maintain high levels of accuracy & respond promptly to all inquiries and correspondence.
• Assist with revisions; and make recommendations for changes to the catering menus.