Hotel Sales and Catering Manager - Graduate by Hilton Richmond

Job Description

Job Description

KEY RESPONSIBILITIESCatering & Event Sales

• Develop and execute proactive sales strategies to generate meeting, catering, wedding, social, and event business for the Graduate.
• Respond promptly and professionally to incoming catering and event inquiries.
• Prospect for new business through direct sales calls, internet prospecting, networking, referrals, community involvement, client outreach, and industry events.
• Develop relationships with local businesses, corporations, wedding professionals, event planners, organizations, associations, social groups, and community partners.
• Identify opportunities to maximize meeting space utilization and food & beverage revenue.
• Conduct site tours and confidently present the hotel's meeting spaces, event capabilities, menus, amenities, and overall guest experience.
• Develop customized proposals and event packages based on client needs, guest counts, budgets, and hotel revenue objectives.
• Negotiate pricing, meeting space, food & beverage packages, concessions, and other event details within established guidelines.
• Upsell food & beverage enhancements, upgraded packages, additional services, and other revenue opportunities when appropriate.
• Work toward and achieve established catering sales activity and revenue goals.
• Maintain an active sales pipeline and consistently follow up on leads and opportunities.

Wedding & Social Group Sales

• Develop the Graduate as a preferred downtown destination for weddings, wedding room blocks, rehearsal dinners, bridal events, celebrations, and social gatherings.
• Proactively build relationships with wedding planners, venues, event professionals, bridal organizations, and other referral partners.
• Sell and manage wedding room blocks and associated meeting or event space.
• Identify opportunities to capture guestrooms in conjunction with weddings and social events.
• Sell small-to-medium social groups utilizing meeting or event space.
• Work closely with the Cluster Sales team to identify larger group opportunities and determine the appropriate property, sales strategy, and ownership of the account.
• Cross-sell additional Kalyan Hospitality properties when a group or event is not the appropriate fit for the Graduate.

Client Relationship Management

• Serve as the primary sales contact for assigned catering, meeting, wedding, and social clients from initial inquiry through post-event follow-up.
• Build strong, long-term relationships that generate repeat and referral business.
• Maintain consistent and timely communication with clients throughout the planning process.
• Conduct planning meetings and clearly understand the client's vision, objectives, budget, guest count, timeline, menu requirements, room setup, audiovisual needs, and other event details.
• Provide exceptional customer service and proactively identify opportunities to exceed client expectations.
• Follow up after events to obtain feedback, address any concerns, and pursue future business and referrals.

Event Planning & Execution

• Own the details of assigned events from contract through completion, ensuring all client expectations are accurately communicated and executed.
• Prepare and maintain accurate contracts, event orders, BEOs, group resumes, rooming information, timelines, billing instructions, concessions, and other required documentation.
• Communicate event details and changes clearly and timely to Food & Beverage, Banquets, Front Office, Housekeeping, Engineering, Revenue Management, and other applicable departments.
• Participate in BEO, resume, pre-convention, and other operational meetings as required.
• Coordinate menus, food & beverage selections, room setups, audiovisual requirements, special requests, timelines, and other event details with the appropriate hotel teams.
• Monitor key dates including deposits, guarantees, cutoffs, final counts, contract requirements, and billing details.
• Serve as a client-facing representative during events as needed.
• Be present for select events to ensure client expectations are being met and to resolve issues quickly and professionally.
• Conduct post-event follow-up and ensure final details are communicated appropriately for billing and account closure.
• Encourage rebooking and future event opportunities following successful events.

Group Sales Support

• Support the broader Downtown Cluster sales strategy by pursuing select group opportunities appropriate for the Graduate.
• Focus primarily on wedding room blocks, social groups, small meetings, and groups requiring guestrooms in conjunction with meeting or event space.
• Qualify group opportunities and determine the appropriate hotel, dates, space, rate, and package based on client needs and hotel revenue strategy.
• Prepare proposals and contracts for assigned group opportunities.
• Maintain accurate room blocks, pickup information, cutoff dates, contracts, and client records.
• Communicate group pace, pickup, wash, or other potential revenue concerns to the Complex Director of Sales and Revenue Management.
• Partner with the Cluster Sales team on larger or more complex opportunities to ensure the best possible placement within the Downtown Cluster.

Revenue & Commercial Collaboration

• Understand the Graduate's meeting space, guestroom inventory, Food & Beverage offerings, pricing, competitive position, and revenue strategy.
• Partner with Revenue Management to understand demand, availability, pricing, and opportunities to maximize total hotel revenue.
• Balance meeting space, guestroom, and catering opportunities to maximize the overall value of each piece of business.
• Provide sales intelligence regarding market trends, competitor activity, customer needs, and emerging business opportunities.
• Maintain awareness of the hotel's competitive set through market research, internet research, networking, and competitive property visits when appropriate.
• Identify opportunities to increase revenue through upselling, repeat business, referrals, and cross-selling.

Sales Administration & CRM

• Maintain accurate and timely records of all sales activities, accounts, leads, proposals, contracts, event details, and opportunities within the established CRM and hotel systems.
• Maintain accurate client files, group histories, meeting space information, and event records.
• Track all inquiries and opportunities through the sales process and ensure timely follow-up.
• Complete required sales reports, forecasts, activity reports, and other reporting accurately and on time.
• Maintain accurate catering and event revenue forecasts.
• Ensure contracts, BEOs, resumes, room blocks, billing information, and other event documentation are complete and accurate.
• Utilize available technology, CRM systems, hotel systems, spreadsheets, and sales tools to effectively manage business and client relationships.

Community & Market Engagement

• Represent the Graduate and Kalyan Hospitality at community events, networking opportunities, trade shows, bridal events, industry functions, and other appropriate activities.
• Build relationships with local businesses, event professionals, wedding planners, tourism organizations, convention and visitor organizations, chambers, associations, and community partners.
• Develop referral partnerships that generate new meeting, catering, wedding, social, and group business.
• Stay informed about downtown demand generators, local events, competitive activity, and market opportunities.
• Support hotel and cluster marketing initiatives as requested.

Team Collaboration & Culture

• Work collaboratively with the Complex Director of Sales, Cluster Sales team, Revenue Management, Marketing, General Manager, Food & Beverage, Banquets, Front Office, and other hotel departments.
• Maintain clear and consistent communication between the client and hotel teams.
• Share leads and opportunities with the broader Kalyan sales team when business is better suited to another property.
• Support cluster-wide sales initiatives and collaborate on cross-selling opportunities.
• Participate in sales meetings, revenue meetings, BEO meetings, training, conference calls, and other required communications.
• Demonstrate ownership, accountability, professionalism, and a solutions-oriented approach.
• Represent Kalyan Hospitality and the Graduate with professionalism and enthusiasm in all internal and external interactions.

WHAT SUCCESS LOOKS LIKE

Success in this position will be measured through a combination of  sales production, catering revenue, event execution, client satisfaction, and business development , including:

• Achievement of assigned catering and event revenue goals
• Meeting space utilization and revenue growth
• Food & beverage revenue generated through catered events
• Wedding room block and social group production
• Consistent prospecting and sales activity
• New account and referral partner development
• Growth of repeat and referral business
• Conversion of catering and event inquiries
• Accurate and timely CRM and sales documentation
• Effective event planning and execution
• Client satisfaction and positive post-event feedback
• Successful collaboration with the Downtown Cluster team
• Demonstration of Kalyan Hospitality's core values

QUALIFICATIONSRequired

• Prior sales, catering, event planning, or hospitality experience
• Strong sales and relationship-building skills
• Excellent verbal and written communication skills
• Strong organizational and time-management skills
• Ability to manage multiple events, clients, and deadlines simultaneously
• Strong attention to detail and follow-through
• Ability to prospect, sell, negotiate, and close business
• Strong customer-service mindset
• Ability to work independently while collaborating effectively with a larger team
• Strong problem-solving and critical-thinking skills
• Professional presence and excellent interpersonal skills
• Ability to work a flexible schedule, including evenings and weekends when required for events
• Reliable attendance and punctuality

Preferred

• Prior hotel catering or event sales experience
• Experience selling weddings, social events, meetings, or group room blocks
• Experience with BEOs, event orders, group resumes, contracts, and room blocks
• Experience with hotel CRM and sales systems; Delphi/Salesforce experience preferred
• Experience working with Food & Beverage and banquet operations
• Existing relationships within the local wedding, event, corporate, or hospitality community
• Knowledge of the downtown market and local demand generators

WHY KALYAN HOSPITALITY?

At Kalyan Hospitality, we believe great results come from great relationships, strong teamwork, and a culture where people are empowered to succeed.

Our sales team operates as  one team, one vision , collaborating across properties to create opportunities and drive growth. This role offers the opportunity to become a key part of the Downtown Cluster while developing the Graduate Hotel's meeting, catering, wedding, and social business.

Our Core Values

Honesty & Integrity – Driven by transparency, defined by accountability.

Collaboration – Together we achieve. One team, one vision.

Empowerment – When empowered, we unlock potential and drive success.

Inclusivity – Unite every voice to spark ideas and ignite change.

Prosperity – Creating opportunities through sustainable growth and financial responsibility.

Core Values: Express it, live by it, lead through it.

Kalyan Hospitality is committed to creating a positive, professional, inclusive, and high-performing work environment where our team members can grow and build a rewarding career in hospitality.

All other reasonable duties and special projects may be assigned as needed.