Catering- Conference Services Manager- Temporary

Kimpton Hotels & Restaurants•Santa Barbara, CA

About The Position

To ensure the success of Catering and Conference Groups, you’ll serve as the liaison between the hotel operating departments and the clients in addition to selling catering events. You’ll strive to achieve a balance between service and profitability. Through efficient management of the conference requirements, your goal is to capture the hotel’s fair share of revenue through food, beverage, room rental and auxiliary services, such as audio visual provisions, storage and labor fees and other applicable fees. The design and management of conference logistics must include labor saving measures as applicable. This position is temporary, and is expected for be for five (5)- six (6) months.

Requirements

Minimum 1 to 2 years’ experience in Catering Sales/Conference Management.
Extensive knowledge of food and beverage etiquette, guest relations and service standards.
Ability to read, write and speak English fluently to interact with clients.
Ability to analyze client needs and negotiate pricing and client requests.
Basic mathematical skills that may be required to complete reports.
Interpersonal skills to provide overall guest satisfaction.

Responsibilities

Coordinate meetings, conferences, exhibit shows or other special events and activities with accuracy and detailed communication outlines for the client and hotel departments, providing the appropriate memos, Banquet Event Orders, Group Profiles and other communications as necessary.
Effectively communicate and coordinate all aspects of catering and conference planning, including menu selling and all other details.
Coordinate menu arrangements for conference clients that maximize the revenue potential for the hotel, while serving the needs of the client.
In coordination with the Group Coordinator, obtains Conference rooming lists, monitors cut-off dates, obtain rooming lists by the due date and in accordance with the sales contract.
Assist conference clients with off-premise (hotel) details as they may affect the hotel service delivery, such as floral concerns, motor coach requests, limousine requests, exhibit decorator requests, entertainment referrals, golf or sports arrangements, spousal programs, motor coach arrival/departure patterns, while informing all supporting hotel departments and maintaining the integrity of the hotel physical plant. All arrangements are to be assessed the appropriate charges to ensure that the hotel receives a fair share of revenue in relationship to the expenditure of time and labor.
Obtain the appropriate approval of the Director of Catering for all purchases, rental or leasing of equipment or supportive requirements of conference groups prior to and in advance of the actual date of use.
Maintain accurate and current space (room) blocks in the group function log, observing proper turnovers and releasing space appropriately and timely, so to maximize the revenue potential of the hotel through the booking of other business opportunities.
Utilize the office file system, trace system and general office systems in accordance with the current policies and procedures.
Maximize the hotel’s revenue potential by assessing/monitoring room rental fees, electrical charges, telephone charges, box delivery/storage fees, service fees and other revenue-generating factors in accordance with the sales contract and with regard to hotel policies.
Complete all special projects as assigned by the Director of Catering in a timely manner, while meeting the specified objectives of the assigned project.
Submit all conference menus, profiles, and event orders to the Director of Catering for review and signature prior to issuance.
Keep the Director of Catering promptly and fully informed of all problems or unusual matters of significance coming to their attention so that prompt and corrective action can be taken when appropriate.
Maintain flexible hours to accommodate customer needs due to the cyclical nature of the hospitality industry. Catering and Conference Services Managers may be required to work varying schedules to reflect the business needs of the hotel.
Ensure that the experience of the client is not merely satisfactory, but exceeds their expectations and those of attendees.
We all wear multiple hats here at Kimpton. You may have to take on responsibilities outside of this job description at times, as we all do.
Attend networking events as a representative of the hotel and restaurant.
Prospecting and outside sales calls are essential to meet goals and budget.
Conduct site visits.
Schedule appropriate interdepartmental meetings for the operational aspects of coordinating conference requirements, which may include pre-planning meetings or a pre-conference meeting for the operational departments.
Adhere to all organization policies, procedures, guidelines as set forth by the People & Culture department.
Prepare detailed Conference Profiles for conferences that are comprehensive and issued in a timely manner (no less than five working days prior to the group arrival date). Provides an accurate Conference Profile that documents all aspects of a particular conference, to include menus, meeting set-ups, client profiles, reservation pick-up statistics and other pertinent information as outlined in the current departmental policies and procedures.
Prepare a comprehensive Post Conference Report on all conferences. This report should be prepared within 72 hours of departure and must include: actual conference statistics versus projected (room pick-up, cover counts), profile of the attendees (i.e. use the health club, heavy room service, etc.), analysis of future potential, general observations and comments. Other important information may include the number of comps, VIPs, relocated attendees (walks) due to a sell to capacity (over sell), etc.
Type contracts, banquet event orders, reports, correspondence as required.
Maintain accurate and current space blocks in the group function room log, observing proper turnovers, releasing unused space as appropriate.
Participate in the department forecasting procedure, compiling accurate (margin of 3%) and timely reports.
Review all client invoices prior to mailing to ensure accuracy and proper assessment of all services and goods rendered by the hotel.