Task Force Catering & Convention Services Manager

HEI Hotels and Resorts•Fairfield, CT

2d•Hybrid

About The Position

Provide task force support to assigned hotels by managing catering sales and convention services responsibilities from solicitation and contracting through planning, detailing, execution, and post-event follow-up. Build and maintain client relationships, maximize food, beverage, room rental, audio/visual, and associated group revenue, and coordinate hotel departments to deliver successful meetings and events. The role requires ad hoc travel to properties, with approximately 70% of time spent on property and 30% working remotely from a home office.

Requirements

Prior hospitality experience with specific experience in catering sales, convention services, conference services, or event detailing is required.
Minimum of 1+ year of related hotel catering sales or convention services experience preferred.
Experience supporting hotels or resorts of varying sizes, service levels, and brands is preferred.
Ability to travel on an ad hoc basis, spend multiple consecutive days on property, work remotely when assigned, and adapt quickly to changing hotel needs and priorities.
Strong working knowledge of catering sales, convention services, event planning, banquet operations, contracting, negotiation, closing, and revenue optimization.
Ability to evaluate and close leads, manage multiple events and deadlines, and transition effectively between sales and service responsibilities.
Proficiency with Microsoft Word and Excel and working knowledge of hotel sales and event management systems such as Delphi FDC, Delphi, or Ci/TY; ability to learn additional brand systems quickly.
Knowledge of monthly forecasting, annual budget processes, pace management, productivity measures, room block management, and food and beverage revenue performance.
Knowledge of hotel features, benefits, operating departments, market segments, competitors, and local demand drivers.
Strong organizational, documentation, project management, problem-solving, and client service skills, with exceptional attention to detail.
Ability to communicate clear direction across departments and adapt verbal and written communication to clients, hotel leaders, coworkers, vendors, and the public.
Ability to remain composed, exercise sound judgment, and make timely decisions under pressure, time constraints, and changing event conditions.
Collaborative, flexible, and willing to assist coworkers and hotel teams as business needs require.
Ability to set priorities, plan, organize, and follow through independently while maintaining appropriate communication with hotel and above-property leadership.

Responsibilities

Provide temporary, project-based, or vacancy coverage to assigned hotels, quickly learning each property’s brand standards, market, systems, and operating procedures.
Prospect, solicit, and manage new, existing, and past catering and group accounts to achieve or exceed revenue goals through telephone and email outreach, outside sales calls, site inspections, networking, and written communication.
Respond to inbound leads quickly and efficiently; evaluate, negotiate, and close business within established response standards and hotel profitability guidelines.
Sell all applicable facets of the hotel, including food and beverage, meeting room rental, guest rooms, audio/visual, and other revenue-generating services.
Manage assigned business from turnover or booking through event completion, serving as the primary client contact and maintaining timely, proactive communication throughout the planning process.
Prepare and maintain accurate proposals, contracts, banquet event orders, group resumes, diagrams, billing instructions, booking reports, and sales and event system documentation.
Coordinate and lead pre-convention and pre-event meetings, communicate changes promptly, and provide clear direction to hotel departments to support seamless execution.
Monitor group room blocks, pickup, food and beverage commitments, event space, concessions, cut-off dates, and key contractual requirements; communicate risks and opportunities to the appropriate leaders.
Partner closely with culinary, banquet, front office, revenue, sales, and accounting teams to develop menus, creative setups, specialty functions, timelines, and operating plans that meet client expectations and hotel objectives.
Oversee the execution of assigned catering and convention events, troubleshoot service or operational concerns, coordinate outside vendors, and determine appropriate solutions in a timely manner.
Apply revenue and yield management principles, historical performance, pace, forecasting, productivity metrics, and competitive information to maximize revenue and profitability.
Optimize room rental, food and beverage, audio/visual, and ancillary revenue while identifying upsell opportunities throughout the planning process.
Build long-term client relationships, support repeat business and rebooking efforts, and complete appropriate post-event follow-up, including review of planner feedback and satisfaction results.
Conduct professional hotel site inspections, client presentations, planning meetings, and event reviews.
Participate in daily business review, forecast, pre-convention, training, sales, and operational meetings as required by the assigned hotel.
Maintain knowledge of market trends, competitors, key accounts, hotel features, and community demand generators; participate in trade shows, sales blitzes, industry organizations, and community events as appropriate.
Maintain accurate account, booking, and event records in applicable hotel sales and event management systems, and ensure a thorough handoff of open business, files, status, and outstanding action items at the conclusion of each assignment.
Comply with attendance requirements, brand and hotel standards, confidentiality expectations, and applicable policies and procedures.
Perform other job-related duties as assigned.