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 You’ll Do:Serves as the active key contact on property with regard to all of group's 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 group's 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 group's departure and follows up for rebooking.Prepares and distributes to all key areas, a Group Resume outlining group's essential information and special instructions one week prior to group's 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 appropriateEnsures all Food & Beverage coupons, if any, are ready for group arrival, as well as necessary memos informing applicable restaurants.