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Conference Service Coordinator - Full Time

Company: Best Western Island Palms Hotel & Marina
Location: San Diego
Posted on: November 26, 2022

Job Description:

Conference Service Coordinator

Primary Objective of Conference Services Coordinator Position

Responsible for managing convention services to ensure a high degree of customer satisfaction, generate increased revenues, expand market share and nurture return business.

Reports To: Director of Sales


-Detail all business booked by DOS and Sales Manager
-Connect in timely manner with booked groups; do introduction and explain the go forward plans to service the program
-Plan and run pre/post Con meetings
-Create BEO's obtain necessary information from client, create BEO's, and email clients for approval and signature
-Assist Sales Managers with site visits as requested
-Obtain guaranteed numbers and final head counts for catering events & meeting set ups
-Track and record client deposits and collect final payments as stated on the contract
-Review group master accounts for accuracy and send invoices to close out group folios in a timely manner
-Prepare VIP amenity requests and welcome cards
-Greet VIP's upon arrival
-Manage and service group room blocks and track cutoff dates, pick up and send reminders to clients on a regular basis up until the final cutoff date
-Serves as point of contact (POC) after agreements/contracts are signed and acts as liaison between hotel staff and client while events are taking place
-Works closely with banquet department to ensure events are set up properly and to the clients request
-Provide personal attention to clients to ensure guest satisfaction and overall experience
-Provide excellent customer service and customize each event to the client's needs
-Block group rooms and assign upgrades per contractual requirements and special requests
-Run weekly Catering Meetings
-Produce signage for meeting rooms
-Upsell Catering and Audiovisual during the detailing process to maximize revenues
-Update group room pick-up in CRM system
-Assist in rebooking repeat business and maintaining strong, long lasting customer relationships
-Produce weekly reports: Meeting & Banquet calendar, Group Information Sheet, Event Summary Report, etc.
-Award meeting planner points as needed upon completion of events/meetings
-Greet any walk in clients or scheduled appointments with a friendly and inviting attitude
-Use the Knowland tool to research groups that fit our profile and pass appropriate info to the Sales Manager for prospecting
-Associates Degree in Sales & Marketing, Hospitality, Business, or a related field strongly preferred.
- Minimum 2 years hotel experience required.

Other duties may be assigned as needed

Keywords: Best Western Island Palms Hotel & Marina, San Diego , Conference Service Coordinator - Full Time, Other , San Diego, California

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