The Meeting & Conference Service Coordinator is responsible for the coordination, supervision and directing of assigned group business after it is turned over by the Sales department, throughout and through the closure of the event.
He / She must be able to monitor the financial aspects of the program, while maintaining profitable operations and high quality products and service levels.
He / she is expected to market ideas to promote business and meet budgeted productivity, while keeping quality consistently high.
The Meeting & Conference Service Coordinator is also responsible for acting as a liaison between client and operating departments to ensure a successful meeting and to generate repeat business.
The ideal candidate will be an individual who is sales-minded, creative and innovative with an outgoing, friendly and persuasive personality.
The candidate will present him or herself as an individual who possesses strong presentations skills that are representative of the hotel in this competitive marketplace.
He / She is also responsible to perform administrative and other duties assigned.
Education & Experience
At least 2 years of progressive hotel sales experience or a 4 year college degree and at least 2 years of related experience in Conference Services.
Must be skilled in Windows, Company approved spreadsheets and Delphi.
Operational Food and Beverage experience in a hotel environment is preferred
Long hours sometimes required.
Light work - Exerting up to 20 pounds of force occasionally, and / or up to 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
Must be able to effectively communicate both verbally and written with all level of employees and guests in an attentive, friendly and courteous manner.
Maintain a warm and friendly demeanor at all times.
Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.
Must be able to multitask and prioritize departmental functions to meet deadlines.
Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner.
Attend all hotel required meetings and trainings.
Maintain regular attendance in compliance with Wyndham Standards, as required by scheduling, which will vary according to the needs of the hotel.
Maintain high standards of personal appearance and grooming, which include wearing nametags.
Comply with Wyndham Standards and regulations to encourage safe and efficient hotel operations.
Maximize efforts towards productivity, identify problem areas and assist in implementing solutions.
Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.
Must be able to understand and evaluate complex information, data, etc. from various sources to meet appropriate objectives.
Must be able to maintain confidentiality of information.
Proven ability to plan and organize events effectively, with an acute sense of detail & creativity and repeat potential.
Assertive, professional and positive with a proven ability to develop and lead in a team environment.
Must be able to multi-task, work independently and maintain a positive attitude within a very busy environment hours will fluctuate and evening and weekend work will be required as needed.
Must have a driver’s license in the applicable state.
Plans and coordinates details for meetings.
Complete accurate BEO’s, upselling food, beverage, room rental, recreation, special amenities and technology.
Communicate all changes on Event Orders to other departments.
Acts as on-site contact for meeting and meeting groups and larger groups as needed.
Produces tickets for master billing including contract services, room rental and guests.
Complete weekly backlog reports and other departmental reports as designated.
Attends weekly resume meeting, training programs and other meeting as designated.
Provides feedback to Director of Sales & Marketing relating to guest comments, observations, industry news.
Follow up with client contact at the end of each meeting to ensure satisfaction and obtain feedback.
Assists with and completes special projects and assignments as designated by the Director of Sales & Marketing.
Produces invoices for clients.
Coordination and timely updating of all group and event notes in Delphi sales management system.
Work closely with client and event planners when required to ensure future business potential.
Coordinate guest room blocks and special guest room requirements for all Conference Services and Catering and communicate all information to related departments in an efficient and results-
oriented manner in group resume format.
Supervise service and overall coordination of all arrangements on BEOs and resumes in a timely manner. Timely distribution of precise catering requirements to all departments (BEOs and resumes are due for the following week by 12 : 00pm on Tuesdays).
Ensure obligations are met by the hotel and exceed the client’s expectations with satisfaction reflected in ratings and comments from the clients.
Ensure satisfactory liaison between clients / guests and hotel departments.
Provide immediate follow up after events and relate client compliments and concerns to all related departments, with follow up and resolution completed when needed within 24 hours.