Catering & Conference Services Manager

Outbound Sedona•Sedona, AZ

About The Position

Sedona isn't a typical meeting destination — and Outbound Sedona isn't a typical hotel. We're building something different here: a group-friendly basecamp where corporate retreats feel less like conferences and more like turning points. If you're a hospitality professional who believes great events are more than logistics — that they're experiences — we want you helping lead the charge from day one. THE ROLE The Catering & Conference Services Manager is the connective tissue between our clients and every department in the building. You own the guest experience from the moment a group is confirmed through the final checkout — managing all event details, leading the planning process, and ensuring seamless execution across every touchpoint. This is a client-facing, detail-driven, high-ownership role that requires both strategic thinking and hands-on follow-through.

Requirements

3+ years of experience in Catering, Conference Services, or Event Management within a hotel or resort environment
Proficiency in Delphi is highly preferred; experience with HMS or comparable CRM a plus
Strong working knowledge of Microsoft Office Suite
Exceptional written and verbal communication skills — you can present to a C-suite and also rally a banquet team
A proactive, solutions-first approach and the ability to stay calm and creative under pressure
Deep attention to detail with the ability to manage multiple events and deadlines simultaneously
A genuine passion for hospitality and creating experiences that people remember
Flexible schedule required, including evenings, weekends, and holidays based on event calendar.
Ability to stand for extended periods, move through event spaces, and occasionally lift up to 25 lbs.

Nice To Haves

CMP (Certified Meeting Professional) or CSEP certification a plus

Responsibilities

Serve as the primary point of contact for confirmed group and catering clients, guiding them from contract through execution
Conduct detailed planning meetings and site inspections to understand client vision, objectives, and event requirements
Develop and distribute Banquet Event Orders (BEOs), group resumes, and all event documentation with accuracy and timeliness
Personally greet group contacts upon arrival, orient them to the property, and remain accessible throughout their event
Proactively identify upsell opportunities — enhancements, upgraded menus, added experiences — to maximize revenue while elevating the client experience
Manage dietary requirements, special requests, and event-specific details with care and precision
Act as the primary liaison between clients and all operating departments — Culinary, Banquets, Front Office, Housekeeping, Recreation, and AV
Lead weekly BEO and resume review meetings, ensuring all departments are aligned and prepared
Coordinate third-party vendors including AV providers, décor, transportation, and specialty experience partners
Develop and manage event diagrams, timelines, group agendas, and run-of-show documents
Produce proposals and catering contracts for new business, in-conjunction events, and stand-alone catering inquiries
Support the Sales team with site inspections, RFP responses, and prospecting for local and social catering business
Maintain awareness of competitive landscape, market trends, and seasonal demand to inform catering strategy
Assist in developing and executing against monthly and quarterly catering revenue goals
Maintain complete and accurate client files, event records, and account data in Delphi (experience highly preferred) and HMS
Support post-event follow-up, including billing reconciliation, client feedback, and rebooking conversations