Convention Services Coordinator - Flexible Schedule

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

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.