Catering & Conference Services Manager

Department: Sales

Basic Function: Selling and planning events specific to weddings, social events, and corporate groups to achieve revenue objectives through accurate event contracting and detailing of Banquet Event Orders (BEOs) based on resort requirements. Seek opportunities to best position and market resort within the wedding industry. Work closely with resort operation teams to modify efforts based on operational and revenue needs, ensure that client events are planned and executed to exceed customer expectations.

Work Performed:

1. Respond and qualify wedding inquiries in a prompt and professional manner, selling clients on options best suited to both the couples needs and the resorts successful operation
2. Prepare accurate proposals, cost estimates, contracts and BEOs
3. Work with the accounting department to provide proper documentation and cost estimates for collection of deposit and final payments.
4. Work with Director of Sales and Marketing and Revenue Management team to assign event space and guest rooms. Work directly with in house departments and outside vendors to prepare BEOs in a timely manner.
5. Upsell events throughout the servicing process to maximize revenues and profitability of the resort.
6. Meets and greets clients, including weekends as needed, to ensure service excellence and sees program through to completion of function(s) including the inspection of events to ensure quality and service excellence, ensuring billing accuracy and all other post program needs
7. Contact wedding planning firms through prospecting and presentation efforts for the purpose of securing rooms and catering only business for the resorts, ensuring that pre-determined sales expectations are met / exceeded in room, F&B and site fee revenue
8. Stay abreast of industry trends, continually seeking opportunities from unique resources such as wedding professional associations, bloggers and influencers, sourcing sites and vendors, keeping offerings and pricing updated in sales share drive
9. Create and expertly execute wedding FAM experiences and qualified trade shows to best present offerings and grow content for wedding marketing, in accordance with the company and property policies
10. Use sales system at expert level for concentrated market penetration, reporting on specific strategies and effectiveness, recording all client communications and establishing a system of client follow up
11. Research, identify, analyze and develop new business opportunities, including development of new / customized promotions or packages, submitting recommendations to the Director of Sales and Marketing for review and approval
12. Creative use of social media and other research/prospecting tools to reach potential groups and event planning firms
13. Conducts site inspections with qualified clients and industry professionals
14. Continuously grow knowledge of comp destinations, allowing resort to stay competitive
15. Involvement in industry organizations representing opportunities for business and market intelligence
16. Provide consistent reporting as requested from the Director of Sales & Marketing, including month end recaps and annual Strategic Sales Plan for weddings market
17. Maintain close operation with sales coordinator, group rooms coordinator(s) conference services professionals and guest/VIP services in arranging accommodation, services, and special offerings for clients
18. Participate in applicable department meetings
19. Maintain flexible schedule including weekends, evening and early morning hours and holidays, modifying hours as needed to ensure best sales efforts
20. Other duties as assigned

Supervision Received: Director of Sales and Marketing and Director of Food and Beverage.

Responsibility & Authority:

1. Deal effectively with hotel departments and regular communication with sales leadership
2. Ensure that guests have a positive experience, taking necessary steps to correct deficiencies
3. Negotiate room blocks, room rates, function space, food and beverage prices, and resort services within approved departmental booking guidelines
4. Confirm in writing to the client and all affected resort departments all group requirements via group sales contract

Minimum Requirements:

Bachelors degree from four-year College or university; or equivalent related work-related experience. Minimum 5 years wedding/catering sales experience in a high-end venue and/or full-service hotel/resort. Must practice superior sales skills that result in closing of sales and ensures building and maintaining of professional business relations. Must have proven track record for anticipating and following through on leads to maximize sales. Ability to problem solve and follow through to ensure client needs/expectations are exceeded. Must have strong organizational skills, excellent written and verbal communication skills and be able to perform and prioritize multiple tasks with ease. Computer skills required. Ability to travel and project a professional self-image. Must have the ability to work productively with internal sales staff and other operating departments. Ability to handle obstacles in a positive and professional manner and to effectively communicate these problems, along with suggested solutions to immediate supervisor. Strong guest and team member relations skills. Strong ability to adapt to change.

Physical Requirements:

90% Sitting

10% walking and standing

Lifting/carrying up to 20 lbs.

Hearing and manual dexterity

Distance vision 1-3 feet

Ability to work in all types of weather conditions

Ability to drive a car/golf cart