Catering & Conference Services Manager

Job Description

Job Description

Catering & Conference Services Manager

The Catering and Conference Services Manager is responsible for coordinating the needs of our event clients with the resort’s operating departments. You will be building relationships with clients and hotel staff through effective communication. You will manage, coordinate, and execute group activities from inception and as assigned by the Sales Department team.

• Coordinate menu arrangements for conference clients.
• Assist conference clients with off-premises (hotel) details as they may affect the hotel service delivery.
• Produce and distribute conference resumes two weeks prior to first day of main group arrival and communicate any changes and updated information to hotel departments in a timely manner.
• Distribute BEOs (Banquet Event Order) for groups and affiliates 10 to 14 days‑ prior to events.
• Accurately forecast group rooms and group food and beverage revenues for assigned groups and affiliate business within a 5% variance.
• Participate in site visits and plan meetings for upcoming groups and potential affiliate business.
• Utilize Amadeus software to keep accurate financial records such as deposits, estimates, billing type, appropriate contact, and update information as necessary.
• Contract, detail, and oversee all Day Events.
• Review group’s important information such as cutoff date, special concessions and attrition clauses and validate with client via turnover letter.
• Support revenue growth potential by assessing/monitoring room rental fees, electrical charges, telephone charges, box delivery/storage fees, service fees and other revenue-generating factors in accordance with the sales contract and regarding hotel policies.
• Prospecting, outside sales calls, and networking events
• Solicit, close, and contract wedding business using strong negotiating skills and creative selling techniques.
• Receive and respond to all customer inquiries within the designated timeframe.
• Coordinate pre-planning meetings or a pre-conference meeting for the operational departments
• Provide a comprehensive Post Conference Report on all conferences and review all client invoices prior to mailing to ensure accuracy and accurate assessment of all services and goods rendered by the hotel.
• Adhere to all organization policies, procedures, guidelines as set forth by the Human Resources department.
• Other duties as assigned

Experience and Requirements

• 2+ years' experience in Catering Sales/Conference Management.
• Extensive knowledge of food and beverage etiquette, guest relations, service standards, and pricing.
• Ability to analyze client needs and negotiate pricing and client requests.
• Interpersonal skills to provide overall guest satisfaction.
• Ability to prioritize and handle several different tasks on a deadline
• Maintain flexible hours to accommodate customer and business needs.
• Must have computer skills, including accounting programs, Microsoft Word, Excel and Amadeus/Delphi.
• Exceptional organizational and supervisory skills.
• Ability to interpret and understand instructions in written, oral, or diagram format
• Strong problem-solving skills and ability to work in a constantly changing environment

Physical Requirements

• Ability to work indoors and outdoors, as necessary
• Ability to sit, stand, and walk for extended periods throughout the day
• Must be able to exert well-paced ability to maneuver between functions occurring simultaneously.
• Must be able to lift up to 15 lbs. occasionally.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, listening and hearing ability and visual acuity.

This job is also eligible for Commission Pay