Catering & 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, collaborating closely with Sales, Food & Beverage, Operations, and external vendors to create exceptional, luxury-standard guest experiences that reflect TRRC’s distinctive brand standards.

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
Excellent communication, organizational skills, personal accountability, and attention to detail required.
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.
Driver’s License required.
Flexibility to work evenings, weekends, and holidays based on business needs.
Ability to work independently, while part of a team, complete assignments thoroughly and focus attention on details to ensure superior performance.
Ability to ensure security and confidentiality of guest and company information.
A team player who facilitates interdepartmental cooperative actions consistent with overall objectives.
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, as the role involves hands-on event setup and breakdown.
Flexible with weekly schedule to be on-site for groups as needed.

Responsibilities

Possess a comprehensive knowledge of all on-Ranch activities, programming, and special event spaces.
Manage all phases of event planning, including proposals, site inspections, contracting, detailing and execution.
Gathers all details from Group organizer creating a “Run of Show” and BEOs for the operational team.
Act as the primary on-site host/liaison for all large groups and events, embodying The Ranch's values and brand promise through professional conduct and high-touch client service.
Detailed BEOs to be distributed in a timely manner 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 interdepartmental 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 assisting as needed with communications.
Prepare for guest arrivals, be on hand during arrival and during their stay for adjustments.
Prepare thoroughly for each group’s arrival, coordinating with outside vendors and internal departments.
Achieving budgeted revenue goals for events department
Effectively leads and manages all internal group/event meetings (e.g., BEO reviews, Group Resumes, Staff Meetings) to ensure timely communication, accountability, and seamless interdepartmental coordination.
Creatively use on-hand assets to elevate experiences and spaces.
Ensures Ranch standards and departmental standards are understood and followed.
Collaborate with Culinary and Front of House Food and Beverage teams on programing, department needs, event execution and support for all departments.
Collaborate 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.
Ensures service charge is calculated correctly.
Collaborates with F&B and accounting as needed.