Job DescriptionAdditional Information: This hotel is owned and operated by an independent franchisee,
Pyramid Global Hospitality. The franchisee is a separate company and a separate employer from Marriott International, Inc. The franchisee solely controls all aspects of the hotel's employment policies and practices, including hiring, firing, discipline, staffing, compensation, benefits, and all other terms and conditions of employment. If you accept a position at this hotel, you will be employed by a franchisee and not by Marriott International, Inc.
Senior Convention Services ManagerPosition SummaryThe
Senior Convention Services Manager is responsible for the planning, coordination, and successful execution of complex conferences, conventions, meetings, and group programs at The Potomac Hotel. Previous experience in a role specifically designated as a senior leader in convention, catering, and conference fields is strongly preferred. Serving as the primary liaison between the client and hotel following turnover from Sales, this position translates contracted commitments and client objectives into detailed operational plans and ensures seamless communication across all hotel departments.
This role manages high-profile and complex programs requiring exceptional organization, business judgment, attention to detail, and client relationship management. The Senior Convention Services Manager anticipates needs, resolves challenges, identifies opportunities to enhance both the guest experience and event revenue, and maintains a visible presence throughout critical stages of each program.
Position Responsibilities/DutiesConvention Planning & Client Management- Serve as the primary hotel contact for assigned convention and group clients from turnover by Sales through planning, on-site execution, departure, and post-event follow-up.
- Manage complex, high-profile, and large-scale conferences, conventions, meetings, and group programs.
- Develop strong relationships with meeting planners and key client contacts, gaining a thorough understanding of program objectives, priorities, contractual commitments, and service expectations.
- Lead clients through the planning process, establishing clear timelines, deliverables, decision points, and deadlines.
- Coordinate all aspects of assigned programs, including guest rooms, meeting and function space, food and beverage, audiovisual requirements, transportation, amenities, VIP arrangements, exhibits, signage, security needs, special requests, and other program components.
- Conduct planning meetings, property tours, tastings, and other client meetings as appropriate.
- Anticipate client and operational needs, proactively identifying potential challenges and developing solutions before they affect the event.
- Maintain timely, professional, and proactive communication with clients throughout the planning and execution process.
- Develop a thorough understanding of contractual commitments and ensure program requirements are delivered in accordance with established agreements.
- Manage client-requested changes and coordinate appropriate review of requests that affect contractual commitments, pricing, space utilization, or hotel operations.
Event Documentation & Operational Coordination - Prepare, review, and distribute accurate and comprehensive Banquet Event Orders (BEOs), group resumes, event schedules, diagrams, and other documentation required for successful program execution.
- Ensure event documentation accurately reflects client requirements, contractual commitments, operational considerations, billing instructions, and agreed-upon program details.
- Maintain accurate and current group and event information within Marriott CI/TY and other applicable hotel systems.
- Monitor guest room blocks, rooming lists, pickup, cut-off dates, attrition considerations, VIP requirements, and other group-room details in partnership with appropriate hotel departments.
- Obtain and communicate final guarantees, menu selections, setup requirements, audiovisual specifications, special dietary needs, billing arrangements, and other required event information within established timelines.
- Lead or actively participate in BEO meetings, resume meetings, pre-convention meetings, post-convention meetings, and other operational planning sessions.
- Create comprehensive group resumes that clearly communicate client priorities, program schedules, VIP information, special requirements, and critical operational details.
- Partner closely with Banquets, Culinary, Stewarding, Front Office, Reservations, Housekeeping, Engineering, Audio Visual, Security, Accounting, Sales, and other departments to ensure a coordinated approach to program execution.
- Communicate changes promptly and accurately to all affected departments and confirm appropriate follow-through.
- Maintain a visible presence during critical periods of assigned programs, serving as a resource to both the client and hotel operations.
- Conduct appropriate event and meeting-space inspections to confirm readiness and alignment with client specifications.
- Respond quickly to changing circumstances and work collaboratively with operational leaders to resolve issues while minimizing disruption to the client experience.
Revenue & Business Management - Understand the financial and contractual components of assigned programs, including food and beverage minimums, guest room commitments, meeting-space arrangements, attrition provisions, and other applicable terms.
- Identify and present appropriate opportunities to enhance the client's program while generating incremental hotel revenue through upgraded menus, additional food and beverage, audiovisual services, décor, amenities, enhanced meeting experiences, and other services.
- Balance client objectives with hotel operational capabilities, contractual obligations, revenue considerations, and profitability.
- Monitor assigned programs for changes that may affect revenue, expenses, contractual commitments, or operational requirements and communicate concerns appropriately.
- Review event charges and billing information for accuracy and work with Accounting and operational departments to address discrepancies before final billing whenever possible.
- Support achievement of departmental revenue, profitability, and meeting-planner satisfaction objectives.
Leadership & Collaboration - Serve as a senior resource within the Convention Services team, modeling strong organization, communication, professionalism, accountability, and client service.
- Provide guidance and support to less-experienced Convention Services and Catering and Events associates as appropriate.
- Partner closely with Sales during the turnover process to ensure a complete understanding of commitments made during the sales cycle and a seamless transition for the client.
- Maintain strong working relationships across hotel departments and promote collaborative problem-solving throughout the planning and execution process.
- Represent Convention Services in operational meetings and other hotel forums as assigned.
- Assist department leadership with special projects, process improvements, major programs, and departmental initiatives.
- Provide coverage and support for other Convention Services Managers and programs when business needs require.
- Identify opportunities to improve planning processes, internal communication, event execution, and the overall meeting-planner experience.
- Maintain appropriate confidentiality regarding clients, guests, associates, contractual information, and hotel business.
- Perform other duties and responsibilities as assigned.
What are we looking for?Qualifications - Minimum of 5 years of progressive hotel leadership experience; convention services, conference services, event management, catering, or related experience strongly preferred.
- Previous experience managing complex conventions, conferences, or large-scale group programs in an upscale, luxury, full-service, or convention hotel strongly preferred.
- Bachelor's degree in Hospitality Management, Business, Event Management, or a related field preferred; equivalent relevant experience may be considered in lieu of formal education.
- Demonstrated ability to independently manage multiple complex programs and competing deadlines in a fast-paced environment.
- Strong working knowledge of hotel event operations, including Banquet Event Orders, group resumes, meeting-room configurations, food and beverage, guest room blocks, and event billing.
- Experience with Marriott CI/TY or a comparable sales, catering, or event-management system preferred.
- Strong understanding of group contracts and the ability to recognize the operational and financial implications of client requests and program changes.
- Demonstrated ability to build trusted relationships with sophisticated meeting planners and high-profile clients.
- Strong business acumen with the ability to identify appropriate revenue-enhancement opportunities while maintaining the integrity of the client relationship.
- Exceptional organizational, planning, and attention-to-detail skills.
- Excellent written, verbal, presentation, and interpersonal communication skills.
- Strong problem-solving and decision-making skills with the ability to remain composed and effective during high-pressure situations.
- Ability to influence and coordinate across departments without direct supervisory authority.
- Proficiency with Microsoft Office applications and general business technology.
- Certified Meeting Professional (CMP) designation is a plus.
- Flexibility to work evenings, weekends, and holidays as required by convention and event schedules.
Physical RequirementsThe physical requirements described below are representative of those that must be met to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.
- Ability to sit, stand, and walk for extended periods of time and to move regularly throughout guest areas, meeting rooms, event spaces, back-of-house areas, and other locations throughout the hotel.
- Ability to frequently use hands and fingers to operate computers, keyboards, telephones, and other office equipment and to handle, grasp, carry, and manipulate documents, event materials, and other work-related items.
- Ability to occasionally stoop, bend, reach, crouch, kneel, and perform other physical movements necessary to access event spaces, materials, equipment, and work areas.
- Ability to lift and carry work-related materials and equipment weighing up to 25 pounds and to push or pull materials as necessary to perform the essential functions of the position.
- Visual ability sufficient to inspect meeting and event spaces and to read and work with computer screens, electronic systems, BEOs, event diagrams, contracts, reports, and other written materials.
- Hearing ability sufficient to communicate effectively in person, by telephone, and in meetings, convention spaces, and other work environments.
- Ability to communicate verbally and be understood when interacting with clients, guests, associates, vendors, and other business partners.
- Ability to perform the essential functions of the position safely and effectively, with or without reasonable accommodation.
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