Conference Services Coordinator

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POST DATE 9/16/2016
END DATE 10/16/2016

Gansevoort Hotel Group New York, NY

New York, NY
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Entry Level (0 - 2 years)


Position: Conference Services Coordinator Reporting to: Director, Group Sales Summary of Position: Provides the administrative support to the Conference Services and Group team required to meet and exceed our groups expectations. Primary Functions: To serve as a Gansevoort Hotel Group Brand Ambassador and maintain integrity of brand standards and goals. To uphold and comply with Gladys Standards, Coyle Standards and Gansevoort Core Values at all times. Support the Conference Services & Group Sales Managers in administrative duties and group organization activities related to Group Bookings and Suite Meetings. Specific Accountabilities: Enter group rooming lists for Gansevoort Park Avenue NYC and Gansevoort Meatpacking NYC in Opera. Enter in all individual group billing instructions, notes/comments, and special requests in opera. Daily and Weekly check and follow through of 3 Days Out and next weeks arrivals reports. Administer updates for Banquet Event Orders and Group Resumes. Assist with the coordination of Suite Meeting set up and food & beverage orders with appropriate departments such as, Engineering, Housekeeping, and In Room Dining. Assist with the organization of room drops/gift bags with Front Office Managers and Bell Staff. Organize the shipping and receiving of groups program materials. Liaison between Sales Manager/Conference Service Manager, Director of Revenue, and Reservations to assist with individual reservation requests from our Group Corporate Clients. Action Group VIP personalized amenity cards, reservation traces, and Pillow/Bathrobe Monogrammed Log. Along with following up with a VIP room walkthrough to confirm the amenities are in place and accurate. Reconfirm group outlet reservations for groups day of for all hotel outlets. While managers are away from their desks assist clients, answer group sales line and obtain detailed messages. Prepare Group Monthly Commission Reports to submit to Conference Service Manager by the 29th of each month. Confirm each commissionable group is set with the agency IATA, correct mailing address, and contact information. Organize and maintain office materials. Participate in designated training programs. Data entry for group leads in Opera as directed by Sales Managers Collect preliminary information from wedding inquiries including contact information, dates, and number of guest rooms; Sales Manager to send proposal