Convention Services Coordinator

Omni Hotels & Resorts
20-20
United States, Kentucky, Louisville
400 South 2nd Street (Show on map)
Sep 04, 2026
Convention Services Coordinator Overview To handle all administrative duties as required by the Catering & Conference Services Department. Responsibilities * Answers incoming telephone calls from all Catering/Conference Services lines. * Responds to telephone inquiries by determining client's needs and specifications for referral to Catering Sales Managers. * Processes all incoming correspondence. * Types all outgoing correspondence. * Maintains inventory of office supplies. * Ensures that all filing systems are maintained according to spec's (Local, Convention and Spin-off). * Gathers and organizes all materials for weekly/monthly reports as directed. * Sells Food & Beverage to small convention groups and one-shot groups. * Daily office duties to include Event Reader Boards, Door Cards, BEO Change Log, the Guarantee Sheet and the Daily Report. * Arranges appointments for Conference Services Manager, Assistant Director of Catering & Conference Services and/or Director of Catering & Conference Services. * Assists Conference Services Manager with Welcome/Introduction Packets, Pre-Planning Meeting Agendas and Packets, Pre-Conference Meeting Welcome Packets and Thank You Letters. * Establishes rapport with assigned Catering and/or Conference Services Manager(s) client(s) and functions as his/her liaison. * Creates Resume Shells to assist the assigned Conference Services Manager. * Creates Corporate Events Memo to assist the assigned Catering Sales Manager. * Completes necessary documentation for telephone requests, amenity requests, key requests, banner requests, transportation requests and vendor requests. * Assists with creating Banquet Event Orders (BEO's). Assists with making changes to BEO's. * Coordinates Pre-Conference Meeting and Post-Conference Meeting Outlook invites. * Works with assigned Catering and/or Conference Manager to ensure that all functions are "tied-down" 72 hours in advance (guarantees, floor plans, entertainment, flowers, A/V etc) * Special projects as assigned by assigned Catering and/or Conference Services Manager. * Receptionist duties as assigned. Qualifications * Previous catering, convention services, or sales support experience preferred in a large convention hotel. Other relevant event, meeting planning, or hotel operations experience will be considered. * High school education required, college degree preferred. * Ability to clearly and pleasantly communicate both verbally and in writing in English with guests, management and co-workers, both in person and by telephone * Ability to accurately and efficiently input information into computer systems, with developed computer proficiencies. Delphi experience strongly preferred. * Ability to work cohesively with co-workers both within and outside of your department * Ability to think clearly, quickly and make concise decisions * Ability to work well under pressure, dealing with many guest requests/questions within a short period of time * Strong organizational skills with the ability to prioritize and multi-task in a fast paced environment. Ability to prioritize and organize workload to ensure deadlines are met. * Ability to handle stressful situations, while maintaining a calm and welcoming demeanor. * Customer service oriented with a desire to create memorable guest experiences. * Ability to use various office equipment, including but not limited to, calculators, photocopiers and facsimile machines. * Position requires the ability to sit and engage in repetitive motion, including utilizing telephone/computer for extended periods of time or for an entire shift. * Must be able to work a flexible schedule primarily daytime hours, Monday-Friday, with the flexibility to work weekends if needed.