Convention Services Coordinator

Omni Hotels & Resorts; Louisville (KY); On-site; USD 36,000 - 48,000; Full time

Job summary

Omni Hotels & Resorts in Louisville is seeking a Convention Services Coordinator to handle administrative duties for Catering & Conference Services. This role supports Managers and coordinates with clients to ensure seamless event execution.

The ideal candidate will have strong organization, communication, and multitasking skills, with experience in hospitality operations and event support. Daytime hours Monday–Friday with occasional weekend coverage may be required.

Qualifications

• Previous catering, convention services, or sales support experience preferred in a large convention hotel.
• Other relevant event, meeting planning, or hotel operations experience will be considered.

Responsibilities

• Answers incoming telephone calls from all Catering/Conference Services lines.
• Responds to telephone inquiries by determining client's needs and specifications for referral to Catering Sales Managers.
• Processes all incoming correspondence.
• Types all outgoing correspondence.
• Maintains inventory of office supplies.
• Ensures that all filing systems are maintained according to spec's (Local, Convention and Spin-off).
• Gathers and organizes all materials for weekly/monthly reports as directed.
• Sells Food & Beverage to small convention groups and one-shot groups.
• Daily office duties to include Event Reader Boards, Door Cards, BEO Change Log, the Guarantee Sheet and the Daily Report.
• Arranges appointments for Conference Services Manager, Assistant Director of Catering & Conference Services and/or Director of Catering & Conference Services.
• Assists Conference Services Manager with Welcome/Introduction Packets, Pre-Planning Meeting Agendas and Packets, Pre-Conference Meeting Welcome Packets and Thank You Letters.
• Establishes rapport with assigned Catering and/or Conference Services Manager(s) client(s) and functions as his/her liaison.
• Creates Resume Shells to assist the assigned Conference Services Manager.
• Creates Corporate Events Memo to assist the assigned Catering Sales Manager.
• Completes necessary documentation for telephone requests, amenity requests, key requests, banner requests, transportation requests and vendor requests.
• Assists with creating Banquet Event Orders (BEO's). Assists with making changes to BEO's.
• Coordinates Pre-Conference Meeting and Post-Conference Meeting Outlook invites.
• Works with assigned Catering and/or Conference Manager to ensure that all functions are "tied-down" 72 hours in advance (guarantees, floor plans, entertainment, flowers, A/V etc).
• Special projects as assigned by assigned Catering and/or Conference Services Manager.
• Receptionist duties as assigned.

Skills

Catering experience

Convention services

Sales support

Education

High school diploma

College degree preferred

Tools

Delphi

Job description

Convention Services Coordinator

Overview

To handle all administrative duties as required by the Catering & Conference Services Department.

Responsibilities

• Answers incoming telephone calls from all Catering/Conference Services lines.
• Responds to telephone inquiries by determining client's needs and specifications for referral to Catering Sales Managers.
• Processes all incoming correspondence.
• Types all outgoing correspondence.
• Maintains inventory of office supplies.
• Ensures that all filing systems are maintained according to spec's (Local, Convention and Spin-off).
• Gathers and organizes all materials for weekly/monthly reports as directed.
• Sells Food & Beverage to small convention groups and one-shot groups.
• Daily office duties to include Event Reader Boards, Door Cards, BEO Change Log, the Guarantee Sheet and the Daily Report.
• Arranges appointments for Conference Services Manager, Assistant Director of Catering & Conference Services and/or Director of Catering & Conference Services.
• Assists Conference Services Manager with Welcome/Introduction Packets, Pre-Planning Meeting Agendas and Packets, Pre-Conference Meeting Welcome Packets and Thank You Letters.
• Establishes rapport with assigned Catering and/or Conference Services Manager(s) client(s) and functions as his/her liaison.
• Creates Resume Shells to assist the assigned Conference Services Manager.
• Creates Corporate Events Memo to assist the assigned Catering Sales Manager.
• Completes necessary documentation for telephone requests, amenity requests, key requests, banner requests, transportation requests and vendor requests.
• Assists with creating Banquet Event Orders (BEO's). Assists with making changes to BEO's.
• Coordinates Pre-Conference Meeting and Post-Conference Meeting Outlook invites.
• Works with assigned Catering and/or Conference Manager to ensure that all functions are "tied-down" 72 hours in advance (guarantees, floor plans, entertainment, flowers, A/V etc).
• Special projects as assigned by assigned Catering and/or Conference Services Manager.
• Receptionist duties as assigned.

Qualifications

• Previous catering, convention services, or sales support experience preferred in a large convention hotel. Other relevant event, meeting planning, or hotel operations experience will be considered.
• High school education required, college degree preferred.
• Ability to clearly and pleasantly communicate both verbally and in writing in English with guests, management and co-workers, both in person and by telephone
• Ability to accurately and efficiently input information into computer systems, with developed computer proficiencies. Delphi experience strongly preferred.
• Ability to work cohesively with co-workers both within and outside of your department
• Ability to think clearly, quickly and make concise decisions
• Ability to work well under pressure, dealing with many guest requests/questions within a short period of time
• Strong organizational skills with the ability to prioritize and multi-task in a fast paced environment. Ability to prioritize and organize workload to ensure deadlines are met.
• Ability to handle stressful situations, while maintaining a calm and welcoming demeanor.
• Customer service oriented with a desire to create memorable guest experiences.
• Ability to use various office equipment, including but not limited to, calculators, photocopiers and facsimile machines.
• Position requires the ability to sit and engage in repetitive motion, including utilizing telephone/computer for extended periods of time or for an entire shift.
• Must be able to work a flexible schedule primarily daytime hours, Monday-Friday, with the flexibility to work weekends if needed.