CONVENTION SERVICES COORDINATOR at Odessa Marriott Hotel & Conference Center – Odessa, Texas

Convention Services Coordinator

About the Role:

The Convention Service Coordinator assists the Director of Sales & Marketing, Convention Services Managers, Catering Managers and Sales Managers, in obtaining customer satisfaction by performing clerical and administrative duties relating to guest and hotel communications through the sales team as well as light selling duties to small groups and functions. The Convention Services Coordinator plays a pivotal role in ensuring the seamless execution of conventions, conferences, and large-scale events within the United States. This position is responsible for coordinating all logistical aspects, including venue arrangements, vendor management, and client communications, to deliver exceptional event experiences. The Coordinator acts as the primary liaison between clients, internal teams, and external partners to guarantee that all event requirements are met on time and within budget. By anticipating potential challenges and proactively addressing them, the Coordinator helps maintain high standards of service and client satisfaction. Ultimately, this role contributes significantly to the reputation and success of the organization by facilitating well-organized and memorable events.

Minimum Qualifications:

• Degree in hospitality management, Event Planning, Business Administration, or a related field.
• At least 2 years of experience in event coordination, convention services, or a similar role.
• Strong organizational skills with the ability to manage multiple projects simultaneously under tight deadlines.
• Excellent verbal and written communication skills to effectively interact with diverse stakeholders.
• Proficiency in event management software and Microsoft Office Suite.

Preferred Qualifications:

• Experience in a hotel or a related field preferred.
• Must be able to convey information and ideas clearly.
• Must be able to evaluate and select among alternative courses of action quickly and accurately.
• Must work well in stressful, high-pressure situations.
• Must maintain composure and objectivity under pressure.
• Must be effective in handling problems in the workplace, including anticipating, preventing, identifying and solving problems as necessary.
• Must have the ability to assimilate complex information, data, etc. from disparate sources and consider, adjust or modify to meet the constraints of the particular need.
  Must be effective at listening to, understanding, clarifying and resolving the concerns and issues raised by coworkers and guests.
• Experience working with large-scale conventions or corporate events.
• Familiarity with budgeting and financial reporting related to event management.
• Knowledge of audiovisual technology and staging requirements.
• Ability to work flexible hours, including evenings and weekends, as event schedules demand.

Responsibilities:

• Maintain regular attendance in compliance with the Odessa Marriott Hotel & Conference Center standards, as required by scheduling which will vary according to the needs of the hotel. Possible weekends and Holidays based on business demands.
• Maintain high standards of personal appearance and grooming, which include compliance with the Odessa Marriott Hotel & Conference Center dress code and wearing name tag when working (per brand standards)
• Comply with Odessa Marriott Hotel & Conference Center standards and regulations to encourage safe and efficient hotel operations.
• Maintain Sales files in an organized fashion and as per specified standards and ensuring all inquiries are dealt with accurately, timely and in a professional manner.
  • Type sales contracts, BEO’s, correspondence, reports, forms, direct mail pieces, etc., as needed by sales team.
  • Assists Group Housing Coordinator with room block details.
  • Respond to meeting/catering inquiries.
  • Distribute and collect weekly group Resumes.
  • Maintain file system to ensure office is organized and efficient.
  • Maintain CI/TY. ensuring consistent, accurate and working properly.
  • Assist managers on creative projects including proposals, invitations, special events, etc.
  • Maintain timely and effective paper flow and communication within department and to other departments.
  • Work with Convention Services Manager/Catering Manager, Sales Managers, detailing upcoming functions as needed, obtain guarantees, confirm arrangements, etc.
  • Distribute BEO’s, Changes, Rooming Lists, Signed Contracts, Revisions, etc. to appropriate departments as it relates to meeting and groups.
  • Assist guests and clients with small changes, requests, etc., and completes needed paperwork for Managers.
  • Site inspections for the department as needed.
  • Maintain constant paper flow of thank you letters for groups/functions and distributes accordingly to departments and maintain in files.
  • Call clients for guaranteed numbers for functions 72 hours prior, creates/closes house accounts and complete AV order.
  • Organize in house deliveries, amenities, welcome letters, transportation schedules, etc. as needed.
  • Other items as they relate to the Sales and Marketing and Convention Services, as well as any other items as needed by entire management staff.
  • Be familiar with all Odessa Marriott Hotel & Conference Center sales policies and house rules.
  • Ensure Associates are always, attentive, friendly, helpful, and courteous to all guests, managers, and fellow Associates.

Skills:

The Convention Services Coordinator utilizes strong organizational and multitasking skills daily to manage complex event logistics and ensure all details are executed flawlessly. Communication skills are essential for liaising with clients, vendors, and internal teams to maintain clarity and alignment throughout the event planning process. Proficiency with event management software and technology enables efficient scheduling, budgeting, and resource allocation. Negotiation and problem-solving skills are frequently applied to secure favorable contracts and address unforeseen challenges promptly. Additionally, adaptability and attention to detail are critical in responding to dynamic event environments and delivering high-quality service consistently.