Catering and Events Manager

The Ranch at Rock Creek•Philipsburg, MT

About The Position

The Catering and Events Manager is responsible for planning, coordinating, and managing (in liaison with Events and Food & Beverage teams) all group events, weddings, meetings, and special functions including planning and overseeing TRRC’s seasonal programing. This critical role ensures profitable, seamless, and high-touch event delivery from the initial inquiry or turnover through post-event follow-up. Close collaboration with Sales, Food & Beverage, Operations, and external vendors creates exceptional, luxury-standard guest experiences that reflect TRRC’s distinctive brand standards and the standards laid out for Forbes Five-Star properties and members of Relais & Chateaux.

Requirements

Minimum of 3-5 years of progressive experience in event planning, catering sales, or conference services, preferably within a luxury resort, hospitality, or high-end venue environment.
Proficient in Microsoft Outlook (Word, Excel & Teams).
Knowledge of hotel sales systems, i.e., OSEM.
Appropriate professional appearance and demeanor required.
Strong knowledge of catering, banquet operations, and luxury service standards.
Proven track record of delivering exceptional guest or client experience.
Excellent communication, organizational skills, personal accountability, and attention to detail required.
Ability to work independently or as part of a team, completing assignments thoroughly and attentively to ensure superior performance.
Ability to ensure absolute security and confidentiality of guest and company information.
Physical ability to lift, carry, and move up to 40 pounds of assets (e.g., event décor, tables, materials) around the property, which may require prolonged standing, walking, and physical exertion during event setup and breakdown.
Flexibility with weekly schedule to be on-site for groups as needed; flexibility to work evenings, weekends, and holidays based on business needs.
Driver’s License required.

Responsibilities

Possesses a comprehensive knowledge of all on-Ranch activities, programming, and special event spaces.
Manages all phases of event planning including proposals, site inspections, contracting, detailing and execution.
Gathers all details from Group Organizer to create “Run of Show” and BEOs for the operational team.
Acts as the primary on-site host/liaison for all large groups and events, embodying Ranch values and brand promise through professional conduct and high-touch client service.
Distributes timely and detailed BEOs to ensure accurate communication with operational teams.
Effectively leads and manages all internal group/event meetings (e.g., BEO reviews, Group Resumes, Staff Meetings) to ensure timely communication, accountability, and seamless inter-departmental coordination.
Fully services groups working with Reservations, Ranch Ambassadors, F&B, Accounting, etc.
Utilizes the OSEM system to generate BEO’s, Group Resumes, change orders, invoices, etc.
Personally handles, confirms, contracts, and services any Catering/social groups.
Supports the Ranch Ambassadors regarding group attendees.
Assists as needed with communications.
Prepares for guest arrivals and is on hand for adjustments during arrival and stay.
Prepares thoroughly for each group’s arrival, coordinating with outside vendors and internal departments.
Achieves budgeted revenue goals for events department.
Creatively uses on-hand assets to elevate experiences and spaces.
Ensures understanding and adherence to Ranch and departmental standards.
Collaborates with Culinary and Front of House F&B teams on programing, department needs, event execution and support for all departments.
Collaborates with Senior Leadership and Employee Relations Committee on internal events.
Ensures all billing is accurate and closes out booking in OSEM recording total revenue “history” for all groups.
Collaborates with F&B and accounting as needed to ensure service charge is calculated correctly.