Convention Services Coordinator

Location

Shoreham Hotel

Nestled in the Woodley Park neighborhood of Washington, DC, the Omni Shoreham Hotel is a true urban oasis within the Capitol City. Associates pride themselves as being a part of a historic landmark serving as host to numerous presidents, dignitaries, political events and inaugural balls.

Associates can enjoy and be rewarded by several career development opportunities and the environment to grow one's career into various areas of the hotel including leadership roles. The Omni Shoreham Hotel associates consistently rank their place of employment as one of the Best Places to Work by the Washington Business Journal and scored the hotel with the highest ever results on the Associate Engagement Survey in 2012.

Associates at the Omni Shoreham Hotel are proud of being a true part of an extended family and many have spent their entire careers within the hotel, some with over 4 decades of service! We celebrate these milestones and as well as many other successes on a monthly basis during our all associate rallies, "Hibiscus Huddles, "in honor of our company logo.

Job Description

The Convention Services Coordinator is responsible for assisting in the daily operations of our events and meeting space and group room blocks to ensure overall client satisfaction. This individual will report to the Director of Catering and Conference Services and handles all administrative duties as assigned by the Convention Services Department.

Responsibilities

• Types and distributes Banquet Event Orders for all groups.
• Answer telephones in Convention Services Office and take accurate messages (no calls are to be screened with the exception of the Director).
• Types outgoing correspondence for the Director, Assistant Director and Convention Services Managers.
• Respond to telephone inquiries by determining client's needs and specifications for referral to Convention Services Manager.
• Ensures that all filing systems are maintained according to spec's (Convention & spin-off).
• Assists the Convention Services Concierge with the maintenance of office supplies and inventory.
• Assists with workload of Administrative support staff based on business demands and priority group arrivals.
• Coordinates with the Director, Assistant Director, and Convention Services Managers to ensure that all functions are "tied-down" 48 hours in advance (ie: guarantees, floor plans, entertainment, flowers, AV, etc.).
• Establishes rapport with Convention Services clients and function as his/her liaison.
• Know hotel layout, room names, capacities and setups.
• Attend Convention Service Department Meeting.
• Assume and carry out special projects delegated by the Director and Assistant Director of Convention Services, as relates to function space/activity.
• Assist other Convention Services staff members and administrative support where assistance may be needed.
• Provides courteous, personalized, attentive, sincere Guest Service by responding promptly and efficiently to inquiries, requests and complaints using Guest Service Skills exhibiting hospitality while striving to exceed Guest expectations.
• Resolves difficult or unusual problems arising with Guests, while maintaining good Guest relationships, demonstrating outstanding hospitality through the correct action taken.
• Practices the principles for Guest Service as donated by the service skills evaluation and the "Power of One".
• Identify ways of improving the efficiency and effectiveness of our service to guests by actively participating in the Omni Service Tradition program, including new standard implementation.
• Must be courteous and respectful towards other employees, demonstrates enthusiasm, cooperates, and is a team player.
• Be familiar with Select Guest Program.
• Maintain a complete and through knowledge of the Hotel, hours of operation, menu content, in-house promotions, location of facilities, room layout, features, events in the Hotel, and points of interests of the surrounding areas.
• Absolute knowledge of emergency, safety and security procedures.
• Demonstrates effective telephone techniques.
• Respects hotel property and work areas by keeping them clean, well maintained, stocked and properly stored. Eliminates waste of supplies.
• Follows departmental policy regarding attendance, tardiness, and absenteeism.
• Must be neat, clean, well groomed and maintain a professional image at all times.
• Other duties as assigned.

Qualifications

• Previous administrative experience preferred.
• Must have working knowledge of Excel, Word, Outlook, and Power Point.
• Must be organized and detail oriented.
• Must be able to handle multiple tasks at one time.
• Must type a minimum of 50 words per minute with accuracy.
• Excellent verbal and written communication skills.
• Previous hotel, catering, and Delphi experience preferred.
• Must reside within 50 miles of the hotel
• Must be able to walk to different areas of the hotel and sit for long periods of time up to entire working shift.
• Flexible schedule to include working weekends when needed