Convention Services Manager OEM

Company: Aimbridge Hospitality
Location: Boston
Posted on: October 30, 2024

Job Description:

Job Summary
The Catering and Convention Services Manager works closely with Sales Managers, Rooms Controller, Front Desk/Housekeeping, Accounting, and our third-party F&B execution partner to ensure excellent customer service and the highest level of accuracy and execution in group and event bookings is always provided. The role is predominantly responsible for customer facing contact with all booked group room blocks on property (excepting wedding/social room blocks). This includes liaison work with reservations and rooms controller for creating and maintaining group room blocks, booking links and reservations to accommodate guests, and duties to ensure that clients are provided with required types of rooms, facilities, and services. Additionally, the role is predominantly responsible for planning and detailing events, and for creating group and catering banquet event orders (BEO's) to ensure that clients are provided with required set up of event space facilities and food and beverage services. The incumbent handles all client correspondence for planning and executing groups and events in a friendly and efficient manner and quotes available pricing to maximize event revenue and client experiences according to Aimbridge Hospitality standards.
This role is also responsible for ensuring that the administrative functions for all groups, banquets and catering events are handled and obtaining customer satisfaction by performing clerical and administrative duties relating to guest and hotel communications with the catering and banquet team. Occasional light selling/upselling duties with prequalification responsibilities may be assigned. The position will report directly to the Director of Sales and Marketing.
Responsibilities
QUALIFICATIONS:

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• Experience building relationships with professional partners, vendors, and colleagues will be a strong plus.
  
• High School Diploma or G.E.D. equivalent.
  
• Demonstrate creativity and knowledge of food and beverage/events desired. -
  
• Must have a valid driver's license for the applicable state.
  
• Must be proficient in general computer knowledge especially Microsoft Office products; Delphi/Salesforce system knowledge will offer a leg up!
  
• Must be detail oriented, an expert multi-tasker, and able to thoroughly communicate specifics requested by clients to all responsible internal departments for execution.
  
• Passion for client engagement and connections is a must!
  
• One year of event planning, conference services, or banquet experience in the hospitality industry is preferred
  
• Must possess developed verbal and written communication skills to frequently negotiate convince sell and influence other managerial personnel hotel guest(s) and/or corporate clients.
  
• Experience with professional selling skills desired: opening probing supporting closing
  
• Must be proficient in general computer knowledge especially Microsoft Office products
  
• Must be able to work independently and simultaneously manage multiple tasks; strong organization and presentation skills
  
  RESPONSIBILITIES:
  
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  • Create and keep updated files on all upcoming events upon receipt of turnover.
    
  • Act as liaison between clients for group and event contacts and all other hotel departments.
    
  • Communicate effectively with front desk team, sales team, and kitchen/banquet teams, as well as group and meeting and event planners/clients.
    
  • Collaborate with the Rooms Controller and Sales Coordinator to create group resumes and cross references details with system information to ensure room block detail accuracy.
    
  • Provide reservation and pick up reports upon request.
    
  • Attend all site visits, pre-planning, and/or pre-conference meetings with clients and conference services team (via phone if not available to attend in person).
    
  • Manually assign space accommodations based upon feature and/or location requests.
    
  • Ensure accuracy between the Delphi, A3, and all sales and reservations systems for accurate revenue forecasting (room rates and pick up, average checks, guest counts, food and beverage minimums, etc.).
    
  • Detail each assigned group and catering event from start to finish; including but not limited to rooming list details, VIP room requests, event location requests, timelines, floorplans, menu and bar selections, tabletop and event space d--cor, AV liaison details, contract concessions, package inclusions, deposits, and event specific information.
    
  • Distributes BEO's, event changes, signed contracts, resumes, revisions, etc. to appropriate departments as it relates to meeting and event groups.
    
  • Assist clients and internal team with needed group and event collateral (i.e. vouchers, signage, place cards, etc.)
    
  • Assist accounting in verifying and correcting group event folios and final billing.
    
  • Approaches all encounters with guests and associates in an attentive, friendly, courteous, and service- oriented manner.
    
  • Develop a full working knowledge of the operations and policies of the hotel and applicable departments.
    
  • Organizes in-house events, as well as in-house deliveries, amenities, etc. as needed.
    
  • Performs other duties and attends meetings, as assigned by hotel/department leadership GM and Director of Sales & Marketing.
    
    Property Details
    The Dagny Boston is a new independent hotel in downtown Boston at 89 Broad Street. Designed as Boston's first Art Deco "skyscraper," The Dagny Boston occupies the former Batterymarch Building, fresh from a $39 million renovation across 403 guest rooms and 7,000 square ft of flexible meeting and event space. The hotel features two onsite restaurants, Fin Point Oyster Bar & Grill and Tradesman Coffee Shop & Lounge, as well as a state-of-the-art fitness center featuring Technogym and Peloton equipment. -Perfectly situated in the heart of downtown Boston in the Financial District, The Dagny Boston is within a 5 minute walk from Boston's waterfront, Rose Kennedy Greenway and Faneuil Hall Marketplace.
    Company Overview
    As the global leader in third-party hotel management, our growing portfolio represents over 1,550 hotels in all 50 states and 22 countries, from top international lodging brands to luxury hotels, destination resorts and lifestyle hotels. Our associates around the globe are passionate about serving our guests and driving exceptional results, and thrive in a culture where everyone is inspired to be the best. Join a world of possibility with Aimbridge Hospitality.
    Benefits
    After an initial waiting period, those hired into full time positions are eligible for a competitive benefits package that includes the following:
    
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    • Now offering Daily Pay! Ask your Recruiter for more details
      
    • Medical, Dental, and Vision Coverage
      
    • Short-Term and Long-Term Disability Income
      
    • Term Life and AD&D Insurance
      
    • Paid Time Off
      
    • Employee Assistance Program
      
    • 401k Retirement Plan
      
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Keywords: Aimbridge Hospitality, Pawtucket , Convention Services Manager OEM, Executive , Boston, Rhode Island