Hybrid Catering Event Manager at Rancho Valencia Resort

Description

SUMMARY

The catering event manager is responsible for preparing all event documentation and coordinates with Sales, property departments and customer to ensure consistent, high-level service throughout pre-event, event and post-event phases of property events. This position primarily handles less complex property events. Works with his/her supervisor to ensure their property events have a seamless turnover from sales to service and back to sales. Recognizes opportunities to maximize revenue by up-selling and offering enhancements to create outstanding events. Candidates must bring a minimum of two years of catering and conference services management experience.

ESSENTIAL FUNCTIONS

• Take inquiry calls, collect pertinent information and share with appropriate sales manager.
• Provide informative site visits that cater to the prospective and repeat clients’ specific needs.
• Manage revenue and profitability associated with groups and events.
• Confirming contracts that articulate all details agreed upon, including meeting space, group room blocks, food and drink commitments, cancellation and attrition schedules, accommodation preferences, telecommunications, audio-visual needs and transportation, along with corresponding deadlines.
• Prepare clear and concise event documentation.
• Create floor plans for group events.
• Print group buffet tags and menus
• Review arrivals report daily and coordinate all amenities/cards, ensure coding and detail accuracy and communicate seamlessly with the sales team, resort outlets and guests.
• Set a positive example for guest relations and handling any guest problems and complaints.
• Obtain feedback on the quality of service and products.
• Communicate with front desk daily with Sales and Catering related events and site inspections.
• Facilitate BEOs and 14-day forecasts for meetings and events.
• Create and distribute group and site inspection resumes.
• Present the sales portion of new hire orientations.
• Send F&B forecast and continually update food and beverage revenue document, as well as audio visual revenue document.
• Create final bill, obtain accounting approval, and send to guest.
• Enter group bookings in Opera as needed.
• Charge group deposits when due
• Enter group rooming lists and individual reservations from the sales team.
• Assist front desk with group arrivals by walking group guests to rooms.
• Respond to catering leads when Catering Manager is out of the office.
• Introduce and recommend house vendors as preferred vendors as determined with the revenue goal of the hotel.
• Establish checklist trace dates using appropriate computer programs.
• Maintain solid and open communication with all hotel operating departments.
• Maintain good working relations with preferred vendors of the hotel.
• Maintain up-to-date information on program and food and beverage events in hotel’s inventory management system.
• Attend all department and hotel meetings as necessary.
• Provide on-going training and support for reservations agents.
• Use utilities and resources in a responsible manner to control wastage.
• Communicate relevant information to the department, your line manager and across departments, as appropriate.
• Comply with safe working practices, Health and Safety policy and ensure accidents/defects are reported immediately.
• Ensure that all definite functions are detailed accurately on BEOs and group resumes, approved by clients and distributed to designated departments on a timely basis. Resolve any discrepancies with respective staff members.
• Check function room set-ups prior to guest's arrival, ensuring all details are in agreement with client's requirements and hotel standards.
• Work with sales team to solicit new and repeat business, up-sell client events and manage function space and room block inventory.
• Ensure all client files are kept organized and current with all required information as per departmental policies and procedures.
• Develop sales plans and strategies to meet or exceed established catering revenue goals.
• Work with the Chef and banquet manager in developing creative ideas to meet client needs and maximize revenue.
• Respond to sales inquiries, qualify leads, solicit potential clients, entertain clients, conduct site visits, prepare proposals and negotiate contracts.
• Facilitate pre-conference / post-conference meetings with clients and key staff as needed.
• Lead hotel tours with clients using presentation skills, meeting knowledge and up-selling techniques.
• Facilitates menu tasting with clients, brides & grooms, planners.
• Actively participates in safety programs and abides by all injury reporting and safety behavior requirements.
• Participates in and supports hotels efforts towards community service, sustainability and environmental initiatives.
• Perform other duties as directed, developed or assigned.

Requirements

QUALIFICATIONS

Required

• Minimum of two years catering / event planning management experience.
• Experienced in developing action plans to assist in the penetration of catering accounts.
• Ability to communicate in English with vendors, guests and staff to their understanding.

Desirable

• Experience working at a luxury resort.
• Four year College Degree.
• Delphi experience.

SKILLS

Required

• Ability to work under your own initiative in a highly pressured environment.
• Strong interpersonal and influencing management skills.
• Excellent verbal and oral communication skills.
• Proficient with all Microsoft Office programs.
• Strong organizational skills with attention to detail.

Desirable

• Perform any other job related duties as required or requested.

TRAVEL REQUIRMENTS

• Must be available for occasional local and out of town travel as needed.

PHYSICAL DEMANDS

• Frequent or occasional need to perform the following physical activities: reaching, bending, pushing, pulling, twisting, lifting, and climbing. Have frequent need to perform standing and walking activities related to inspecting property.
• Constant need to perform the following physical activities: grasping, turning, finger dexterity.
• Occasional need to stand for long periods of time.
• Lifting/carrying up to 10 lbs. frequently and 25 lbs. occasionally.
• Vision requirements: constant need to view small print. Frequent need to see small details and things clearly beyond arms’ reach.
• Hearing requirements: constant need to speak on the telephone and/or two-way radio, respond to general public and converse with staff. Ability to hear fire alarms and emergency equipment.