Job Description

The Event Manager provides quality, value-added professional convention service that meets or exceeds our guests’ expectations.

Job Description: Essential duties and responsibilities include the following (other duties may be assigned):

1. Produces BEO’s and convention resumes and ensures proper distribution to all appropriate departments for groups that have been booked through the Sales department. 
2. Maintains detailed files, records and trace systems. This includes recording all correspondence and notes in CI-TY. 
3. Verifies all space requirements and meeting room set ups with clients. 
4. Ensures that public space needed by conventions is properly maintained and in good condition.
5. Maintains knowledge of reservation procedures and sales filing systems.
6. Organizes all details of the BEO’s. Ensures all special arrangements, food and beverage needs and requisitions.
7. Determines revisions in agendas, reconfirms space blocked with CI-TY and releases any space no longer required.
8. Communicates with clients to finalize events, including starting and ending times, guarantees, A/V, and food and beverage requirements.
9. Checks on any VIP rooms and amenities on day of arrival.
10. Checks all scheduled functions throughout the day.
11. Keeps all departments informed of any changes in the client’s requirements.
12. Maintains warm, hospitable guest relations in all guest contacts.
13. Maintains positive employee relations in a supportive environment.
14. Works closely with the Banquet Manager and Banquet department in ensuring an understanding of client needs.
15. Increases guest satisfaction scores and lowers guest complaints by ensuring prompt courteous and proper services.
16. Communicates effectively within and between departments.
17. Attends regular communication meetings (business review, staff, BEO).

Qualifications : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience :

1-2 years previous hotel sales or client servicing experience and working knowledge of Word, Excel and the Internet required; 2-3 years previous sales or convention services management experience in a hospitality environment, working knowledge of CI-TY and Meeting Matrix (or similar system) and college degree preferred.

Language Skills:  Must have excellent communication skills to be able to communicate clearly with guests, customers, management and employees. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Must have the ability to write routine reports and correspondence. The ability to speak effectively before groups of customers or employees of the organization is required.

Mathematical Skills: Ability to calculate figures and amounts such as discounts, percentages, package breakdowns, and the ability to apply concepts of basic algebra and geometry.

Reasoning Ability: Must be knowledgeable in all aspects of the catering business, including service, room styles, services offered, menu design, set up and tear down. Must have the ability to solve practical problems and deal with a variety of concrete and abstract variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

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