Description:
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
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Take inquiry calls, collect pertinent information and share with appropriate sales manager.
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Provide informative site visits that cater to the prospective and repeat clients’ specific needs.
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Manage revenue and profitability associated with groups and events.
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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.
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Prepare clear and concise event documentation.
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Create floor plans for group events.
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Print group buffet tags and menus
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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.
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Set a positive example for guest relations and handling any guest problems and complaints.
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Obtain feedback on the quality of service and products.
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Communicate with front desk daily with Sales and Catering related events and site inspections.
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Facilitate BEOs and 14-day forecasts for meetings and events.
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Create and distribute group and site inspection resumes.
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Present the sales portion of new hire orientations.
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Send F&B forecast and continually update food and beverage revenue document, as well as audio visual revenue document.
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Create final bill, obtain accounting approval, and send to guest.
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Enter group bookings in Opera as needed.
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Charge group deposits when due
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Enter group rooming lists and individual reservations from the sales team.
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Assist front desk with group arrivals by walking group guests to rooms.
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Respond to catering leads when Catering Manager is out of the office.
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Introduce and recommend house vendors as preferred vendors as determined with the revenue goal of the hotel.
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Establish checklist trace dates using appropriate computer programs.
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Maintain solid and open communication with all hotel operating departments.
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Maintain good working relations with preferred vendors of the hotel.
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Maintain up-to-date information on program and food and beverage events in hotel’s inventory management system.
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Attend all department and hotel meetings as necessary.
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Provide on-going training and support for reservations agents.
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Use utilities and resources in a responsible manner to control wastage.
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Communicate relevant information to the department, your line manager and across departments, as appropriate.
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Comply with safe working practices, Health and Safety policy and ensure accidents/defects are reported immediately.
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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.
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Check function room set-ups prior to guest's arrival, ensuring all details are in agreement with client's requirements and hotel standards.
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Work with sales team to solicit new and repeat business, up-sell client events and manage function space and room block inventory.
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Ensure all client files are kept organized and current with all required information as per departmental policies and procedures.
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Develop sales plans and strategies to meet or exceed established catering revenue goals.
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Work with the Chef and banquet manager in developing creative ideas to meet client needs and maximize revenue.
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Respond to sales inquiries, qualify leads, solicit potential clients, entertain clients, conduct site visits, prepare proposals and negotiate contracts.
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Facilitate pre-conference / post-conference meetings with clients and key staff as needed.
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Lead hotel tours with clients using presentation skills, meeting knowledge and up-selling techniques.
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Facilitates menu tasting with clients, brides & grooms, planners.
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Actively participates in safety programs and abides by all injury reporting and safety behavior requirements.
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Participates in and supports hotels efforts towards community service, sustainability and environmental initiatives.
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Perform other duties as directed, developed or assigned.
Requirements:
QUALIFICATIONS
Required
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Minimum of two years catering / event planning management experience.
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Experienced in developing action plans to assist in the penetration of catering accounts.
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Ability to communicate in English with vendors, guests and staff to their understanding.
Desirable
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Experience working at a luxury resort.
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Four year College Degree.
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Delphi experience.
SKILLS
Required
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Ability to work under your own initiative in a highly pressured environment.
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Strong interpersonal and influencing management skills.
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Excellent verbal and oral communication skills.
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Proficient with all Microsoft Office programs.
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Strong organizational skills with attention to detail.
Desirable
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Perform any other job related duties as required or requested.
TRAVEL REQUIRMENTS
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Must be available for occasional local and out of town travel as needed.
PHYSICAL DEMANDS
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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.
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Constant need to perform the following physical activities: grasping, turning, finger dexterity.
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Occasional need to stand for long periods of time.
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Lifting/carrying up to 10 lbs. frequently and 25 lbs. occasionally.
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Vision requirements: constant need to view small print. Frequent need to see small details and things clearly beyond arms’ reach.
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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.
