Catering/Conference Service Manager
About The Position
The Catering/Conference Services Manager is responsible for managing and coordinating all conferences, meetings, group functions and group activities booked through the sales department. This person must be able to act as the liaison between the client and the hotel throughout the pre-planning, execution, and post event wrap of the program. Additional responsibilities will include the sales and servicing of some catering only business as well. In addition, this Manager will perform duties as a Catering/Conference Services Manager for all groups booked by the Team including but not limited to creating group resumes, managing all Rooming Lists input/changes and cut off dates for Corporate and Social Groups, communicating group/event details to appropriate hotel and Team, creating BEOs, processing invoices, managing set up/service/ retrieval process with hotel personnel, communication with Mondrian South Beach and Baia Beach Club F&B Operations as well with external clients, internal communication on the event with hotels, and managing of actual events on site. This position will focus on Conference Services' responsibilities 90% of the time selling at least 10% of the time depending on seasonal demand.
Requirements
- Must be able to speak, read, write and understand the primary language(s) used in the workplace.
- Must be able to read and write to facilitate the communication process.
- Requires good communication skills, both verbal and written.
- Must possess basic computational ability.
- Must possess computer skills, including Microsoft Office Word, Excel, and PowerPoint.
- Ability to accurately type at least 50 words per minute.
- Requires a minimum of three plus years’ experience in the market with a proven sales track record of meeting and exceeding goals.
- Hotel or sales experience.
- Strong leadership and interpersonal skills, with the ability to motivate and inspire teams.
- Excellent communication and negotiation abilities.
- Detail-oriented with exceptional organizational and time management skills.
- Proficiency in MS Office Suite and catering/event management software.
- Flexibility to work evenings, weekends, and holidays as required.
- OPERA experience is required
Nice To Haves
- Bachelor’s Degree preferred.
Responsibilities
- Perform clerical duties such as typing correspondence and reports, filing, and answering phones.
- Maintain and upkeep, various filing systems, including vendor information where necessary.
- Receives convention files from Sales Department and reviews them for accuracy and thoroughness and provides initial written communication with client once file is received.
- Provides written and verbal communication to clients regarding the management of their account.
- Maintains contact with clients on a regular basis to develop a relationship, including pre-planning meetings, meal tastings and conference calls.
- Create and execute accurate banquet event orders that include detailed information on the agenda, menu items, room set up, and billing arrangements.
- Act as liaison between hotel and meeting planner to ensure a successful event. This includes obtaining rooming lists, establishing/reconciling billing, overseeing group room blocks, welcoming VIP's, overseeing amenity requests, handling on site event logistics, coordinating outside vendors, enforcing the contract, monitoring reservations receipt, washing down counts and group pickup.
- Write resumes for each group giving the hotel's departments an overview and schedule of the conference and its objective, details of the meeting agenda, A/V requirements, VIP's, billing arrangements and amenity requests.
- Plan group food and beverage events, including assistance with menu and wine selection, decorations, entertainment and audio visual.
- Review all bills that are sent to the client, ensuring they are accurate and timely to maximize return business.
- Compile any cancellation/attrition charges for the group.
- Send thank you notes and meeting critiques with every bill, and ensure any feedback is communicated and responded to according to hotel guidelines.
- Evaluate changes in guest needs, the hotel guest mix and industry competitive trends to recommend product/service and optional charges to be made to ensure guest and employee satisfaction and to maintain market dominance and exceptional financial returns.
- Schedules and coordinate pre-convention and post-convention meetings for all assigned groups.
- Maintains accuracy of conference management information in OPERA and/or Delphi.
- Works on special projects assigned by the Director of Catering, and/or Sales Director.
- Assist with preparing, printing and cutting menus for events and weddings.
- Updating menus on Delphi and Canva.
- Ensures final bill is accurate and updates workbook regularly to ensure its accuracy.
- Capitalize on Mondrian South Beach and Baia Beach Club marketing, sales programs, and resources.
- Conduct Site Inspections as requested and maintain internal communication flowing.
- Performs other related duties as assigned by management.
- Professionally represent the hotel at all industry/community functions.
- Participate as a team player with all departments.
- Assist with reports and/or competition data collection.
- Coordinate and oversee all catering operations, including menu planning, food and beverage service, and catering staff management.
- Develop and manage budgets for catering and conference services, ensuring profitability and cost-effectiveness.
- Establish and maintain relationships with cross-functional departments.
- Adhere to all relevant health, safety, and sanitation regulations, as well as company policies and procedures.
- Prepare regular reports on catering and conference services performance, including sales metrics, client feedback, and financial analysis.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
