Catering And Conference Services Manager

Are you ready to lead the way in orchestrating seamless events and elevating corporate gatherings to new heights of excellence? As a Catering & Conference Services Manager at Ponte Vedra Inn & Club, you will be at the forefront of ensuring that our corporate clients and guests experience unparalleled service and world-class events.

At Ponte Vedra Inn & Club, we don't just host conferences and events; we create exceptional experiences that leave a lasting impression. Join us in shaping the future of corporate gatherings and setting the standard for excellence!

EDUCATION: College degree required with a major in related field; i.e., Hotel Management, Business or Marketing or 2 years prior experience in Conference & Catering. Ability to speak, read, write and comprehend the English language at a level sufficient to communicate effectively with clients, members, guests and co-workers.

TRAINING & EXPERIENCE: 2 years prior experience in Conference & Catering coordination. Must be computer literate.

JOB KNOWLEDGE: Must possess a basic understanding of food service, fine dining etiquette, continental cuisine, wines and beverage service with capabilities of learning and understanding the food products sold by this establishment. Must possess a general knowledge of service and skills and their needs.

JOB SUMMARY: Coordinate special events resulting in the utmost member satisfaction, financial prosperity for the Club and employee enthusiasm.

PHYSICAL ABILITIES: Must be able to work on feet, moving at a quick pace for several hours at a time; must be able to lift, carry and move up to 50 pounds, to include furniture, glasses, dishes, ice, beer, wine, liquor, individually on racks or trays or by case.

1. Maintain a flexible schedule, including weekends, holidays, and split shifts, with the understanding that extended hours are often required to support events and client needs.
2. Consistently arrive on time and in proper uniform, ensuring a polished and professional appearance in alignment with resort standards.
3. Adhere to personal grooming guidelines; present a clean, well-kept appearance with hairstyles approved by management.
4. Actively participate in all required training programs, safety courses, departmental meetings, and team briefings.
5. Promptly report and follow up on any safety concerns to support a safe and secure working environment.
6. Maintain comprehensive knowledge of menu offerings, including wine pairings and seasonal selections, to confidently guide clients in menu planning.
7. Proactively contribute to revenue growth through strategic upselling, creative menu recommendations, and client-focused planning.
8. Plan, coordinate, and execute all aspects of assigned events—including but not limited to corporate functions, catering events and weddings—with a focus on guest satisfaction and operational excellence.
9. Build and maintain positive working relationships with clients, vendors, colleagues, and resort departments to ensure seamless event execution.
10. Actively prospect and sell catering events, with a particular focus on daytime meetings and social functions. Identify new business opportunities, respond to leads promptly, and maintain relationships to drive repeat and referral business.
11. Serve as the on-site liaison for events you manage, arriving at least 30 minutes prior to client and/or vendor arrival and coordinating all logistics with internal and external partners.
12. Serve as the on-site liaison for weddings and social events you manage, arriving 30 minutes prior to vendor arrival and coordinating all logistics with internal and external partners.
13. Manage all rental orders for catering events, ensuring accurate coordination of delivery and pickup logistics.
14. Prepare and distribute all event-related correspondence, including Banquet Event Orders (BEOs), deposit letters, and client communications, in a timely and professional manner.
15. Ensure all event details are thoroughly documented and communicated to relevant departments at least 10 days in advance of each function.
16. Monitor and track event guarantees, ensuring accurate dissemination to culinary, banquet, and operational teams.
17. Attend all scheduled departmental meetings and come prepared to discuss upcoming events, updates, and relevant action items. Weekly meetings to include: BEO Meeting, Service Agreement Meeting, Team Meeting, Daily Stand Up, etc.
18. Utilize departmental systems accurately and consistently to ensure all event details, communications, and updates are entered completely and correctly. Maintain system integrity to support seamless execution and cross-departmental coordination.
19. Remain up to date on trends and innovations in catering and event planning, integrating new ideas to elevate guest experiences.
20. Complete staff performance evaluations in accordance with company timelines and human resources best practices.
21. Review and ensure the accuracy of departmental payroll prior to submission.
22. Promptly respond to special event inquiries, documenting requests and following up or directing inquiries to appropriate departments as needed.
23. Perform additional responsibilities as assigned by the Director of Catering & Conference Services or the Director of Sales, demonstrating flexibility and a team-first attitude.

Benefits:

• Vacation Pay, Holiday Pay, Sick Pay
• Full Medical/Dental/Vision/Short Term Disability/Long Term Disability/Life and more.
• Paid Basic Life Insurance
• Matching 401(k)
• Free Parking, Employee Café
• Property privileges and discounts

The Ponte Vedra Inn and Club is an Equal Opportunity Employer and a Drug-Free Workplace. We provide equal opportunity without regard to race, color, national origin, religion, sex, age, marital status, or disability.