Director of Catering and Conference Services

Job Description

Job Description

POSITION OBJECTIVE

The Director of Catering and Conference Services is the champion of the resort’s catering, meetings and events experience. Applicants must possess at least 5 years of catering and convention services experience and 3 in a leadership role in a similar or bigger size catering and conference Services department dealing with guests in the luxury space.

As a critical and key leadership role within the catering and meetings and events team, the Director of Catering & Conference Services is responsible for working effectively with other hotel departments to create a community of best practices for a seamless catering and meetings experience. They are an essential point of continuity, and an expert partner for the Meeting Planner through all stages of their experience, taking a proactive approach and building long term relationships.

Responsible for leading the efforts of the catering and convention services team as well as detailing and facilitating large events and ensuring a high degree of customer satisfaction, generating increased revenues, expanding market share, and nurturing return business.

ESSENTIAL JOB FUNCTIONS

• Handles one or more Catering & Conference Services market segments based on the need of the resort and / or instructions from senior management. In that role, the Director of Catering & Conference Services will actively handle the representation, selling and servicing of catering events or groups at the resort.
• Completes forecasts, plans, and productivity reports for senior management.
• Participates in the preparation of annual departmental operating budgets and financial plans.
• Monitors budget and up-sell products and services while managing departmental costs and waste.
• Negotiates pricing of catering, function space, and hotel services within approved departmental booking guidelines.
• Ensures that all special arrangements-Food and Beverage, Audio Visual, and other requests are properly documented on BEO's and signed by an authorized representative.
• Attends pre-conference meetings with clients and pertinent departments to confirm all relevant details are communicated.
• Understands and responds to all guest needs and requests in a timely and professional manner.
• Acts as a liaison between hotel and groups, ensuring meeting space is appropriately set up, and handling any special client requests and activities on or off-site.
• Creates group resumes sheets which detail group purpose, room / suite block / pickup, rates and special negotiations, VIP’s, meeting and recreation agenda, AV, accounting, and all special instructions to operational departments of hotel.
• Plans all group food and beverage events, including assistance with menu selection, decorations, entertainment, and audio visual.
• Addresses unexpected problems as they arise to make sure that the events go as planned.
• Attains pre-set monthly revenue goals for catering and banquet departments, as determined by senior management.
• Meets clients upon arrival and introduces them to key hotel staff.
• Creates Banquet Event Orders that include information for each groups’ meeting and food and beverage functions.
• Communicates last-minute changes in group functions to hotel staff and ensures satisfactory follow-up.
• Plans and direct pre-convention meetings, as requested by client.
• Leads weekly group evaluation meetings, as needed, ensuring that other hotel departments understand their roles in upcoming group programs, and reviewing past performance for groups which have checked out.
• Follows all policies and procedures.
• Consistently offer professional, friendly and engaging service
• Direct and manage all activity related to the office, ensuring all service standards are followed
• Responsible for all catering & Conference Services team members; from booking to execution and conference services from the time a contract becomes definite to execution
• Establish and maintain rapport with clients, prior to, during and post conference, exceeding their expectations and encouraging repeat business.
• Conduct site inspections as required.
• Develop annual business plans for the department in conjunction with the Director of Sales and Marketing or other senior management executives
• Ensure that function bookings, group resumes and event contract are prepared and distributed accurately and efficiently
• Ensure meeting and function rooms are properly maintained at all times liaising with food and beverage outlets regarding reservations and flow of clients
• Work closely with the Sales & Marketing team to prepare monthly forecasts
• Balance operational, administrative and Colleague needs
• Follow departmental policies and procedures
• Follow all safety policies
• Serve on the Leadership Committee
• Maintain Delphi and all operational communications
• Continuously trains and develops staff

QUALIFICATIONS REQUIREMENTS

SKILLS AND ABILITIES

Language Skills : Excellent service skills including etiquette and ability to work with the public. Knowledge of communications skills, organization skills, ability to deal with diverse clientele, golf knowledge.

Reasoning Ability : Ability to solve problems and deal with a variety of variables in situations where only limited standardization exists. Ability to provide and interpret a variety of instructions furnished in written, oral, diagram or schedule form.

Other Skills and Abilities : Ability to communicate and work well with fellow employees and other departments. Maintain a presentable appearance, behavior and manner at all times. Ability to process administrative work. Ability to manage multiple tasks effectively.

PHYSICAL DEMANDS

While performing the duties of this job, the employee will be sitting for extended periods of time answering and sending emails. Might regularly stand, walk, and talk. The employee frequently is required to use hands to grab, move, lift, or feel objects, and use telephone and copier machine.