Convention Services Assistant

About the Role:

The Convention Services Assistant is the liaison between the Hotel and customer for all small group bookings contracted by the Sales Department.  Additionally this role will support the Convention Services team. Ensures that items negotiated in the contract are carried out in full by both the client and Hotel (i.e. payments room block cuts rooming lists sold counts etc.).  They will provide personal service to groups to ensure a pleasant stay.

What Youll Do:

• Serves as the active key contact on property with regard to all of groups requirements. Conducts status reviews on all groups.  Generates contract addendum as necessary for changes in group requirements.
• Ensures receipt of rooming lists and that all lists are complete in detail and distributed on a timely basis. Facilitates reservation changes with the Reservations Department. Checks accuracy of room reservations as entered in the system (spelling check in date check out date payment information and special requests). Follow-up on incoming inquiries via phone email and walk-ins as assigned;

• Ensures all billing instructions are carried through.  Ensures all deposits and payments are received before groups arrival and according to contract terms.
• Conducts an account review with tour leader &/or group coordinator to review accounts. Works with Accounting Department to correct any billing errors and to ensure an accurate group statement/invoice is provided to customers. Ensure receipt of accurate and detailed rooming lists with distribution in a timely basis to the Reservations Department for loading group rooms.

• Meets group on arrival and maintains open lines of communication throughout their stay. Oversees groups departure and follows up for rebooking.

• Prepares and distributes to all key areas a Group Resume outlining groups essential information and special instructions one week prior to groups arrival.

• Works with groups on changes in meeting room requirements.

• Coordinates special room assignments and baggage handling requirements with the Front Office Personnel.

• Takes care of all special requests such as room assignments amenities tour desks and hospitality suites.

• Prepares check requests with appropriate documentation for group rebate subsidy housing fee travel agent commission payment for third party services (e.g. VIP transportation)

• Holds pre and post-convention meetings with appropriate department heads in attendance for groups as appropriate

• Ensures all Food & Beverage coupons if any are ready for group arrival as well as necessary memos informing applicable restaurants.

Qualifications :

What You Bring:

• High school diploma or equivalent
• The ability to work accurately and independently
• Highly effective relationship builder
• Ability to communicate in writing to provide reports when requested
• Ability to effectively deal with internal and external customers and employee some of whom will require a high level of patience tact empathy and diplomacy to diffuse anger collect accurate information and resolve conflicts
• Proficient in Microsoft Office products (i.e. Word Excel and Outlook)
• Excellent leadership organizational communication and interpersonal skills
• Must maintain professionalism demonstrate sound judgement and good decision-making skills

Preferred Qualifications:

• One (1) year of experience in hotel sales or catering office
• Bachelors degree in Business Management or equivalent

Additional Information :

Why Join Our Team

At the Ala Moana Hotel by Mantra we believe that taking care of our guests starts with taking care of our team members. Here is a look at what we offer:

• Health & Wellness: Comprehensive Medical Dental Vision and Drug coverage to keep you and your family healthy plus access to our Employee Assistance Program (EAP) for mental health and wellness support.
• Time to Recharge: Paid vacation sick leave and holidays because we know that rest and balance matter.
• Getting Here: Parking options available and a bus subsidy to help offset your commute costs.
• Dining: Enjoy a complimentary meal during your shift in our Team Member Cafeteria.
• Looking Sharp: Uniforms provided or dry-cleaning allowance so you always feel your best.
• Travel Perks: Exclusive hotel discounts through Accors global network of properties worldwide.
• Growth & Development: Access to training development programs and career growth opportunities because we are invested in your future.
• Community & Culture: Our Heart Committee organizes engagement events community service initiatives and wellness activities to keep our team connected inspired and thriving.

Salary:

$45000 to $50000 annually

Salary offer is based on a number of factors such as job-related knowledge skills and experience. Our company offers a competitive benefits package on top of base.

Ala Moana Hotel by Mantra is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. Ala Moana by Mantra does not discriminate on the basis of disability veteran status or any other basis protected under federal state or local laws.

Remote Work :

No

Employment Type :

Full-time