Convention Services Assistant

Job description

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 appropriate Ensures all Food & Beverage coupons, if any, are ready for group arrival, as well as necessary memos informing applicable restaurants. What You Bring: High school diploma or equivalent The ability to work accurately and independently Highly effective relationship builder Ability to communicate in writing to provide reports when requested Ability to effectively deal with internal and external customers and employee, some of whom will require a high level of patience, tact, empathy and diplomacy to diffuse anger, collect accurate information and resolve conflicts Proficient in Microsoft Office products (i.e. Word, Excel, and Outlook) Excellent leadership, organizational, communication and interpersonal skills Must maintain professionalism, demonstrate sound judgement and good decision-making skills Preferred Qualifications: One (1) year of experience in hotel sales or catering office Bachelor’s degree in Business Management or equivalent Why Join Our Team? At the Ala Moana Hotel by Mantra, we believe that taking care of our guests starts with taking care of our team members. Here is a look at what we offer: Health & Wellness: Comprehensive Medical, Dental, Vision, and Drug coverage to keep you and your family healthy, plus access to our Employee Assistance Program (EAP) for mental health and wellness support. Time to Recharge: Paid vacation, sick leave, and holidays because we know that rest and balance matter. Getting Here: Parking options available and a bus subsidy to help offset your commute costs. Dining: Enjoy a complimentary meal during your shift in our Team Member Cafeteria. Looking Sharp: Uniforms provided or dry-cleaning allowance so you always feel your best. Travel Perks: Exclusive hotel discounts through Accor's global network of properties worldwide. Growth & Development: Access to training, development programs, and career growth opportunities because we are invested in your future. Community & Culture: Our Heart Committee organizes engagement events, community service initiatives, and wellness activities to keep our team connected, inspired, and thriving. Salary: $45,000 to $50,000 annually Salary offer is based on a number of factors such as job-related knowledge, skills and experience. Our company offers a competitive benefits package on top of base. Ala Moana Hotel by Mantra is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. Ala Moana by Mantra does not discriminate on the basis of disability, veteran status or any other basis protected under federal, state or local laws. About Us: Welcome to the Ala Moana Hotel by Mantra, where island living meets world-class hospitality. As one of Honolulu's most iconic landmarks and Oahu's premier condo-hotel, we sit at the heart of the city, surrounded by the energy and beauty that make Hawaii truly one of a kind. Spanning two towers and home to 1,176 beautifully appointed rooms, our guests wake up to breathtaking views of the Pacific Ocean, Diamond Head, and the glittering Honolulu skyline. And in 2025, we took it a step further. Following an extensive renovation, every room now features a fresh, island-inspired design paired with modern furnishings that capture the very essence of Hawaii's vibrant culture and contemporary elegance. But what truly sets us apart is our people. To our community, we have always been more than just a hotel. We are the Kama`aina hotel of choice, a place deeply rooted in the spirit of aloha, where both guests and team members feel genuinely at home. If you are passionate about hospitality, proud of where you come from, and ready to be part of something exciting, we would love to have you on our team. This is more than a job. This is a place to grow, to belong, and to thrive. Accor is one of the world's leading hospitality groups, spanning 45+ brands, 5,800 hotels, and 10,000+ restaurants and lifestyle destinations across the globe. When you join Accor, you are not just joining a company, you are joining a movement. Your personality is valued, your growth knows no boundaries, and every action you take creates a meaningful impact on our guests, your colleagues, and our planet. Accor is pioneering the art of responsible hospitality and we want you to be part of that journey. As a Heartist, you are encouraged to let your heart guide you. Our mission is human and essential, to bring cultures together, open windows on the world, and deliver unforgettable experiences every single day.