Catering Event Manager

Job Type

Summary

The catering event manager is responsible for preparing all event documentation and coordinates with Sales, property departments and customer to ensure consistent, high-level service throughout pre-event, event and post-event phases of property events. This position primarily handles less complex property events. Works with his/her supervisor to ensure their property events have a seamless turnover from sales to service and back to sales. Recognizes opportunities to maximize revenue by up-selling and offering enhancements to create outstanding events. Candidates must bring a minimum of two years of catering and conference services management experience.

Essential Functions

• Take inquiry calls, collect pertinent information and share with appropriate sales manager.
• Provide informative site visits that cater to the prospective and repeat clients’ specific needs.
• Manage revenue and profitability associated with groups and events.
• Confirming contracts that articulate all details agreed upon, including meeting space, group room blocks, food and drink commitments, cancellation and attrition schedules, accommodation preferences, telecommunications, audio-visual needs and transportation, along with corresponding deadlines.
• Prepare clear and concise event documentation.
• Create floor plans for group events.
• Print group buffet tags and menus
• Review arrivals report daily and coordinate all amenities/cards, ensure coding and detail accuracy and communicate seamlessly with the sales team, resort outlets and guests.
• Set a positive example for guest relations and handling any guest problems and complaints.
• Obtain feedback on the quality of service and products.
• Communicate with front desk daily with Sales and Catering related events and site inspections.
• Facilitate BEOs and 14-day forecasts for meetings and events.
• Create and distribute group and site inspection resumes.
• Present the sales portion of new hire orientations.
• Send F&B forecast and continually update food and beverage revenue document, as well as audio visual revenue document.
• Create final bill, obtain accounting approval, and send to guest.
• Enter group bookings in Opera as needed.
• Charge group deposits when due
• Enter group rooming lists and individual reservations from the sales team.
• Assist front desk with group arrivals by walking group guests to rooms.
• Respond to catering leads when Catering Manager is out of the office.
• Introduce and recommend house vendors as preferred vendors as determined with the revenue goal of the hotel.
• Establish checklist trace dates using appropriate computer programs.
• Maintain solid and open communication with all hotel operating departments.
• Maintain good working relations with preferred vendors of the hotel.
• Maintain up-to-date information on program and food and beverage events in hotel’s inventory management system.
• Attend all department and hotel meetings as necessary.
• Provide on-going training and support for reservations agents.
• Use utilities and resources in a responsible manner to control wastage.
• Communicate relevant information to the department, your line manager and across departments, as appropriate.
• Comply with safe working practices, Health and Safety policy and ensure accidents/defects are reported immediately.
• Ensure that all definite functions are detailed accurately on BEOs and group resumes, approved by clients and distributed to designated departments on a timely basis. Resolve any discrepancies with respective staff members.
• Check function room set-ups prior to guest's arrival, ensuring all details are in agreement with client's requirements and hotel standards.
• Work with sales team to solicit new and repeat business, up-sell client events and manage function space and room block inventory.
• Ensure all client files are kept organized and current with all required information as per departmental policies and procedures.
• Develop sales plans and strategies to meet or exceed established catering revenue goals.
• Work with the Chef and banquet manager in developing creative ideas to meet client needs and maximize revenue.
• Respond to sales inquiries, qualify leads, solicit potential clients, entertain clients, conduct site visits, prepare proposals and negotiate contracts.
• Facilitate pre-conference / post-conference meetings with clients and key staff as needed.
• Lead hotel tours with clients using presentation skills, meeting knowledge and up-selling techniques.
• Facilitates menu tasting with clients, brides & grooms, planners.
• Actively participates in safety programs and abides by all injury reporting and safety behavior requirements.
• Participates in and supports hotels efforts towards community service, sustainability and environmental initiatives.
• Perform other duties as directed, developed or assigned.

Qualifications

Required

• Minimum of two years catering / event planning management experience.
• Experienced in developing action plans to assist in the penetration of catering accounts.
• Ability to communicate in English with vendors, guests and staff to their understanding.

Desirable

• Experience working at a luxury resort.
• Four year College Degree.
• Delphi experience.

Skills

Required

• Ability to work under your own initiative in a highly pressured environment.
• Strong interpersonal and influencing management skills.
• Excellent verbal and oral communication skills.
• Proficient with all Microsoft Office programs.
• Strong organizational skills with attention to detail.

Desirable

• Perform any other job related duties as required or requested.

Travel Requirments

• Must be available for occasional local and out of town travel as needed.

Physical Demands

• Frequent or occasional need to perform the following physical activities: reaching, bending, pushing, pulling, twisting, lifting, and climbing. Have frequent need to perform standing and walking activities related to inspecting property.
• Constant need to perform the following physical activities: grasping, turning, finger dexterity.
• Occasional need to stand for long periods of time.
• Lifting/carrying up to 10 lbs. frequently and 25 lbs. occasionally.
• Vision requirements: constant need to view small print. Frequent need to see small details and things clearly beyond arms’ reach.
• Hearing requirements: constant need to speak on the telephone and/or two-way radio, respond to general public and converse with staff. Ability to hear fire alarms and emergency equipment.