Banquet & Catering Sales Manager

Crescent Careers•San Francisco, CA

About The Position

The Banquet & Catering Sales Manager generates and books standalone corporate meetings, receptions, private events, social functions and catering business, while managing client planning and event details through a documented handoff to the restaurant operator’s CSM. The role develops local business relationships, manages inquiries and site tours, prepares authorized event contracts, and receives and verifies contracted group banquet programs from Hotel Sales. The manager serves as the primary planning contact through formal CSM turnover, leading client planning and maintaining accurate BEOs, room diagrams, schedules, vendor agreements, approvals and financial records in Delphi or a similar system. The position coordinates property-arranged vendors, identifies upselling opportunities, monitors revenue and contractual commitments, and collaborates with Hotel Sales, culinary, banquet operations, Engineering, Finance and vendors. All event planning must be completed and documented turnover made to the CSM no later than seven calendar days before the event. Following CSM acceptance, the CSM owns subsequent client changes, vendor coordination, on-site operations and event execution. After the event, the manager reviews reconciled banquet checks against approved documentation, assists with discrepancies and updates records. The role requires attentive client service, timely communication, reliable coverage during absences, accurate records and compliance with contracting, billing, safety and confidentiality procedures. Other reasonable duties may be assigned by the Director of Sales & Marketing.

Requirements

Three to five years of hotel catering sales, event services or conference services experience is preferred; the posting does not state this as a required minimum.
Demonstrated success in proactive sales and comprehensive event detailing.
Strong knowledge of BEOs, floor plans, food and beverage, AV, rentals, vendor coordination and event financial controls.
Exceptional written and verbal communication, organization, judgment and attention to detail.
Ability to collaborate across separately managed operating companies.
Flexibility for client meetings or turnovers.
Maintain accurate records, meet sales and planning deadlines, deliver complete seven-day turnovers and communicate promptly and respectfully with both operating companies.
Protect approved pricing, client authorizations, vendor commitments and accurate revenue reporting; follow established contracting, billing, safety and confidentiality procedures.
Provide attentive, personalized and professional service, anticipate client needs and maintain a seamless planning experience consistent with an independent luxury lifestyle hotel.

Nice To Haves

Hotel catering sales, event services or conference services experience within independent, boutique or luxury lifestyle hospitality.
Experience with Delphi or similar systems.

Responsibilities

Proactively prospect, solicit, qualify, negotiate and book standalone corporate meetings, receptions, private events, social functions and catering business; achieve assigned revenue and conversion goals.
Develop local corporate, planner, association, community and referral relationships; manage inquiries, site tours, proposals, contract follow-up and repeat business opportunities.
Prepare standalone event contracts through the hotel management company’s authorized process, including approved pricing, rental, minimums, deposits, concessions and applicable terms.
Receive contracted group banquet programs from the Hotel Sales team and verify dates, spaces, attendance, food and beverage minimums, rental, concessions, billing, deposits and client expectations.
Contact clients within one business day of a complete Sales turnover, establish planning milestones and serve as the primary event-planning contact through formal CSM turnover.
Lead client planning for schedules, menus, buffets, breaks, beverages, dietary needs, guarantees, seating, room layouts, signage, setup and breakdown, accessibility and special requests.
Create, review and maintain accurate BEOs, room diagrams, event schedules and supporting documentation, specifying quantities, timing, service instructions and financial commitments.
Coordinate property-arranged audiovisual, rental, production, décor and other third-party vendors directly on behalf of clients, including quotations, scope, written approvals, scheduling and delivery details.
Route vendor agreements to the authorized hotel or restaurant entity and coordinate approved charges through designated master-account or consolidated billing processes.
Maintain complete and current Delphi records, contracts, BEOs, diagrams, vendor agreements, client approvals, financial notes and correspondence as the shared source of event information.
Identify upselling opportunities for menus, beverage packages, event space, AV and rentals; track contracted minimums, forecast revenue, approved additions and other applicable charges.
Coordinate with Hotel Sales, culinary, banquet operations, Engineering, Finance and vendors to resolve planning questions and protect the client experience.
Complete event planning and conduct a documented turnover to the restaurant operator’s CSM no later than seven calendar days before the event, including finalized documentation, approvals and pending guarantee deadlines; obtain CSM acknowledgment and introduce the CSM to the client.
Refer post-turnover changes requiring new hotel contractual authorization to the appropriate authorized hotel representative without reassuming operational ownership from the CSM.
Following events, obtain final reconciled banquet checks from the CSM, review charges against approved documentation, assist with discrepancies and update production and future business records.
Maintain polished client communication, generally responding within two to three business hours, and provide reliable coverage arrangements during absences.
Perform other reasonable duties consistent with the role and assigned by the Director of Sales & Marketing.