Convention Services Manager at Legacy Ventures
Legacy Ventures · Atlanta, United States Of America · Onsite
- Professional
- Office in Atlanta
Job Details
Description
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Company Overview: We have built our company one person at a time. We understand that our team members are the key to our success. Our superior results begin by hiring and training good people and continue by supporting and retaining them. We build cohesive teams and promote opportunities for growth, development and leadership. SUMMARY: The Convention Services Manager supports the sales team in attaining the monthly as well as annual targets and operates with management and clients to determine business requirements. A Convention Services Manager is instrumental in assuring focused and productive communication with the new and existing clients, external distributors, representatives and agents as well as internal team members. |
Qualifications
DUTIES
• Consistently and promptly detail group turnovers using contract and Delphi.
• Ensure proper entry of all groups into R&I by the coordinator and that inventory is securely maintained.
• Confirm all reservations/rooming lists are accurately entered according to contract terms, with rates and routing properly detailed by the coordinator.
• Verify that the coordinator is monitoring weekly group pickup reports and entering pickups into Delphi.
• Ensure the creation of reservation web links for all necessary groups.
• Conduct 30-60-90-day reviews before the group cutoff date.
• Review client performance and communicate with clients 30 days prior, as well as conduct a final review two weeks before the cutoff date.
• Manage the group's performance.
• Monitor convention block cutoff dates and send reminders to clients.
• Download group pickup data for all citywide conventions and maintain ongoing communication with third-party housing entities to ensure timely submission of rooming lists.
• Coordinate with clients regarding Master Accounts.
• Facilitate Payment in Advance by coordinating at turnover, 45 days prior, and with final notice 2 weeks before group arrival.
• Review all pertinent booking information and generate a detailed group resume.
• Send the 2-week-out resume to the client for review.
• Finalize group resumes 10-14 days before arrival for internal hotel distribution.
• Review group commission, rebates, and subsidy paperwork.
• Complete commission, rebate, and subsidy documentation promptly, following company standards and Hilton guidelines within FastPay.
• Conduct weekly resume meetings with various departments to clarify all group details for operational execution.
• Assist in planning and coordinating special client events as needed.
• Adhere to attendance policies and be available to work regularly.
QUALIFICATIONS
• College degree in a related field preferred but not required.
• At least 2 years of hospitality administrative and/or sales experience.
• Previous hotel industry experience required, preferably with Hilton, and knowledge of OnQ or PEP.
• Strong organizational skills and the ability to multitask while meeting deadlines.
• Proficiency in Microsoft Word and Excel, with efficient typing skills.
• Ability to prioritize tasks to meet deadlines.
• Capacity to understand and work with financial data; basic arithmetic skills are essential.
• Primarily work weekdays; however, schedule flexibility is necessary to accommodate business demands and client needs, including days, evenings, nights, weekends, and holidays.
• Exceptional customer service and communication skills, both written and verbal.
• Ability to supervise or manage hourly staff; previous supervisory experience is preferred.
• Ability to perform multiple tasks in a high-volume environment and adapt as needed.
• Effective team player with coaching and training capabilities.
• Self-motivated with a calm demeanor to communicate effectively with guests and staff.
• Maintain a professional appearance and manner at all times.
EDUCATION and/or EXPERIENCE: High school diploma or GED; 1-3 months of related experience or training; or an equivalent combination of education and experience. Supervisors should be familiar with daily hotel procedures and have prior supervisory experience.
LANGUAGE SKILLS: Ability to read and understand simple instructions, short correspondence, and memos. Capable of writing simple correspondence and effectively presenting information in one-on-one or small group settings.
MATHEMATICAL SKILLS: Ability to perform basic math—addition, subtraction, multiplication, and division—and interpret charts and graphs involving rate, ratio, and percentage.
REASONING ABILITY: Ability to understand and follow instructions derived from written, oral, or diagrammatic sources. Capable of solving problems involving multiple variables in standard situations.
PHYSICAL DEMANDS: Employees must meet the physical requirements to perform the essential functions of the job, with reasonable accommodations available for individuals with disabilities. The job requires standing, using hands to handle objects or controls, speaking, and hearing regularly. Walking and reaching with hands and arms are occasional. Employees must regularly lift/move up to 25 pounds, frequently lift/move up to 10 pounds, and occasionally lift/move up to 50 pounds. Visual requirements include near, far, color, peripheral, depth perception, and focus adjustment.
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