Event Concierge Coordinator

Omni Hotels & Resorts; Atlanta (GA); On-site; USD 42,000 - 62,000; Full time

Job summary

Omni Atlanta Hotel at Centennial Park seeks an Event Concierge Coordinator to support Convention Services. You will act as a liaison between on-site clients and hotel departments to ensure a consistent high level of service during events, while providing administrative support to the Convention Services team.

The role emphasizes coordination of banquet orders, room setups, and timely communication with Sales, Catering, Reservations, and Front Desk to guarantee planner satisfaction and customer

Qualifications

• Serves as liaison between on-site planners and hotel departments.
• Ensures accuracy of meeting room setup and banquet details.
• Coordinates exhibitor needs and logistics with Convention Services.

Responsibilities

• Maintain daily contact with clients and event planners to ensure high service levels.
• Process Banquet Event Orders, resumes, and group manifests with care.
• Create Banquet Event Orders for groups as requested by Convention Services Managers.
• Coordinate logistics for site visits, transportation, amenities, and schedules.
• Utilize Salesforce FDC, Alice, and OPMS to update information and reports.

Skills

Liaison

Communication

Meeting setup

Logistics coordination

Safety/cleanliness

Tools

Salesforce FDC

Alice

OPMS

Job description

Omni Atlanta Hotel at Centennial Park

Luxurious comfort embraces pure style at the elegant, four-diamond Omni Hotel at Centennial Park. Located in the heart of downtown Atlanta within the bustling Centennial Park District, this luxury hotel treats you to views of the spectacular downtown skyline and picturesque Centennial Olympic Park. The Omni Atlanta Hotel at Centennial Park is connected to Philips Arena and the Georgia World Congress Center and is in close proximity to the Mercedes-Benz Stadium.

Associates enjoy a fun, dynamic and exciting work environment, comprehensive training, and mentoring, along with the pride that comes from working for a company with a reputation of exceptional service. We embody a culture of respect, gratitude, and empowerment. If you are a friendly, motivated person, with a passion to serve, the Omni Atlanta Hotel at Centennial Park may be your perfect match!

Event Concierge Coordinator

Job Purpose: The Convention Services Event Concierge supports multiple critical functions within the Convention Services Department, both on the floor and administratively. Their primary responsibility is to acts as a liaison between on-site Clients and Event Planners to all Hotel Operating Departments (i.e. Banquets, Convention Services, Valet, Front Office, Sales) to insure a consistent high level of service throughout the hotel while the group is on property. Secondary responsibilities (during periods of lesser floor business volume) include administrative support within the Convention Services department.

Their efforts allow the Convention Services Managers to focus on the planning of future groups and ensure maximum possible Planner Satisfaction and Customer Loyalty (return bookings.)

The Event Concierge stays in daily close contact on the floor with the customer; promotes consistency by executing events based on banquet event orders, resumes, group manifests, standard operating procedures and last minute requests. In addition, follows up with the front desk and other operating departments on any group related issues.

This position is developed to ensure a high level of guest satisfaction, and to develop the critical skills needed to take on more advanced management roles within the department. The Event Concierge is intended to display the ultimate sense of urgency when responding to guests' requests and needs. The Event Concierge is a member of Convention Services Team and is empowered to make decisions that benefit the guest and hotel.

Essential Functions:

• Manage hotel's credit and collection function.
• Assist with billing and customer service functions.
• Reference and approve all credit applications as to minimize collection risk.
• Efficiently manage accounts receivable in order to maximize cash flow.
• Establish sound credit policies and procedures and monitor adherence.
• Utilize available resources to increase accounts receivable turnover, collection period, and minimize accounts receivable balance through: aggressive advance deposit policies, timely and accurate initial billings, as well as 10-20 day follow up calls.
• Hold monthly credit meetings.
• Increase communication with all involved parties in the credit process (Sales, Catering, Reservations and Front Desk).
• Familiarization with state tax laws and tax exempt status reporting.
• Ensure daily posting of Accounts Receivable payments received from the lock box and maintain an up to date file for payment batches.
• Review and examine check out with balance accounts daily to ensure and enforce hotel's credit policy.
• Reports to Senior ADOF.
• Reconcile daily/monthly taxes.
• Prepare and file monthly taxes.
• Reconcile Tax exemption daily.
• Reconcile Daily/Monthly Treasury Book - cash/credit cards and investigate variances and correct daily.
• Monthly JE for Treasury, taxes, and cc chargebacks etc.
• Monthly Balance Sheet 5% - recon for Treasury, Taxes, etc.
• Rebill/Taskforce Invoices monthly.
• Research and respond to all CC Chargebacks.
• Daily communication with Income Auditor regarding Poynt payments.
• Respond to daily guest email requests.

Qualifications:

• Supports all members of the Catering & Convention Services team, helping to ensure their planned events are executed in line with hotel directives and customer expectations.
• Serves as a primary liaison between on-site meeting planners and hotel operating departments, communicating information clearly and efficiently to both parties with, with a sense of professionalism and urgency.
• Ensures the accuracy of the meeting room set-up information and food & beverage details in accordance with Banquet Event Orders and meeting planner expectations.
• Works closely with groups' Convention Service/Catering Manager to coordinate all logistics for exhibitor needs and set-up including but not limited to: box delivery, electrical needs, A/V needs and method of payment.
• Ensure work area is clean and clear of standing water, debris or any objects that can obstruct the job duties from being performed safely, efficiently and effectively.

Primary Convention Services (Floor) Operations

• Carefully reviews all group Banquet Event Orders and Resumes to clearly understand customer expectations and ensure they are executed by hotel operating departments.
• Ensures that room sets are on time, in accordance with Omni banquet setup standards.
• Ensures cleanliness and sanitation standards in all banquet operation areas to ensure a quality meeting facilities.
• Remains accessible to clients, Convention Services Manager, and hotel operating departments via mobile communication device during assigned work shifts.
• Informs Engineering department of any items out of order or in need of repair, via Synergy- (cc. Assistant Director or Convention Services and Director of Convention Services for follow-up).
• Connects with all on-site contacts in advance of their event, confirms satisfaction and/or necessary action items, and provides means to reach the Event Concierge throughout their shift.
• Communicates with Front Desk team to ensure that VIP and suite arrangements are accurate.
• Completes a Floor Report for any group opportunities or successes that may have occurred throughout the day.
• Completes daily/monthly punch list of meeting space and public space for Banquets/Housekeeping/Engineering.

Secondary Convention Services (Administrative) Operations:

• To support the Convention Services Department with clerical and administrative support in an office environment.
• Assist in the preparation of daily, weekly, and monthly reports.
• Support Convention Services Managers in updating current Function Space Agenda information for groups into Salesforce FDC.
• Create Banquet Event Orders for group events as requested by Convention Services Managers.
• Assist with coordinating logistics and distributing information for site visits and groups to include transportation, amenities, banquet event orders, schedule of events, etc.
• Work effectively and efficiently in Salesforce FDC, Alice, and OPMS systems.
• Process and distribute paperwork to clients and hotel operational departments (i.e. proposals, menus, banquet event orders, contracts, etc.).
• Qualify telephone inquiries by determining clients' needs and specifications and properly refer clients to either a Catering Manager, Sales Manager or Convention Service Manager.
• Complete special projects and reports as assigned by Convention Service Managers, Assistant Director of Convention Services and Director of Convention Services.

Requirements:

• Proven self-starter (assertive)
• Effective communication skills (both oral and written)
• Strong guest service orientation
• High standard of appearance
• Strong organizational skills
• Decision maker and problem solver
• Extremely flexible and willing to work required hours
• Detail-oriented
• Ability to think on their feet
• Prior hotel experience

This role is designed for a 5-day, 8hr/day work schedule. However, the hotel ultimately operates 7 days a week and 24-hours a day. All employees, both management and hourly, must realize that fact and be aware that, at times, it may be necessary to move an employee from their accustomed shift or schedule as business demands.

Omni Hotels & Resorts is an equal opportunity/AA/Disability/Veteran employer. The EEO is the Law poster is available using the following link:

EEOC is the Law Poster.

Omni Hotels & Resorts does not discriminate on the basis of any protected category with respect to the payment of wages.