Catering & Conference Services Manager

CoralTree Hospitality•Sedona, AZ

2d•Onsite

About The Position

Outbound Sedona is seeking a Catering & Conference Services Manager to join their team. This role is crucial for connecting clients with every department in the building, ensuring a seamless guest experience from group confirmation to final checkout. The position involves managing all event details, leading the planning process, and ensuring successful execution across all touchpoints. It is a client-facing, detail-driven role requiring 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.

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.
Direct all phases of group planning and execution, ensuring all client expectations are met and exceeded.
Coordinate and manage all group needs from start to finish.
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.