Director of Catering and Convention Service

Reports to: General Manager

Status: Exempt

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Job Summary:

The Director of Catering and Convention Service is responsible for securing group business with function space and food and beverage events, while increasing revenues and maximizing house profit and leading a team of catering sales and event managers. The Director of Catering and Convention Services will provide input and direction in the development and monitoring of fiscal budgets, division operations and marketing strategies to produce both short term and long-term profitability and is also expected to meet and or exceed budgeted expectations as outlined for Luminary Hotel & Co and Caloosa Sound Convention Center & Amphitheater

Core Work Activities:

Maximizing Revenue & Managing Profitability

  • Develop pricing and market strategies with the Director of Sales & Marketing, Director of Food & Beverage and Executive Chef; constant monitoring of competition and marketplace in general; must be prepared and able to react under fluctuating market conditions.
  • Assist in the preparation and execution of the annual marketing plan, promotion and advertising plans covering catering, food and beverage events and hotel promotions.
  • Develop menus and pricing with the Executive Chef and Food & Beverage Director to produce trend setting, up to date banquet menus and guarantee high quality food with upscale presentation.
  • Meet or exceed predetermined booking goals for covers and revenue; meet or exceed budgeted costs and revenue on a monthly average with the liberty to negotiate as needed on individual functions within established guidelines yet maintaining the overall revenue goals.
  • Responsible for prompt handling (within the business day) of inquiry calls and monitoring the efficient flow of paperwork relative to confirming function details to the client.
  • Compiles lists of prospective clients for use as sales leads based on information from business directories and other sources.
  • Solicit new and repeat banquet and meeting business. Maintain client base of key accounts and conventions. Determine the guest’s needs, space availability, meeting details and food and beverage requirements.
  • Make outside sales calls to obtain business. Also utilize site inspections and on-site luncheons to book business.
  • Monitor pricing, service levels, facilities and function activities at competitive facilities to ensure the Hotel remains in a competitive position.
  • Evaluate a potential piece of business for profitability and overall benefit to the Hotel.
  • Have acquired food and beverage knowledge with the ability to up sell clients, while promoting a level of service parallel to the luxury stature of the facility.
  • Complete coordination of the Catering Sales group functions; accurate and timely preparation of detailed Banquet Event Orders and Group Resumes as necessary to ensure a common quality understanding of what the client is to receive in terms of products and services. Review function contracts prior to distribution to client and hotel staff.
  • Generate “thank you” notes to clients after functions with prompt follow up of negative client feedback as necessary.
  • Follow up on bookings and solicit repeat business.
  • Represent hotel in community affairs and industry related events.

 

Managing Catering Sales and Event Management Team

  • Oversee Catering Sales Team
  • Oversee Convention Services Team and ensure clients are being serviced
  • Work with Convention Services up selling to clients.
  • Communicate daily with department managers and MOD to assure consistency and pass on pertinent information.
  • Consistently monitor the performance of associates on an on-going basis and provide feedback. Reward, discipline and document associate performance and provide timely counseling. Address associate complaints and resolve problems.
  • Supervise the staff and handle any associate situation.
  • Properly handle all administrative work with regard to interviewing, hiring, performance appraisals and terminations of staff.
  • Select qualified, goal and service oriented individuals and develop these individuals with clear guidelines to employees.
  • Maintain efficiency in the operation of the staff in a high standard of quality of service and courtesy, bringing total satisfaction to our guests and the hotel.
  • Be a team player and encourage the teamwork attitude among staff.
  • Ensure all guests who experience a problem receive an appropriate response, any promised compensation is delivered, and an appropriate follow up in a timely and professional manner.
  • Carries out supervisory responsibilities in accordance with Hotel policy and applicable laws.
  • Plan, assign and direct work of associates.
  • Promote open channels of communication between all hotel departments.
  • Provide technical and catering expertise to Catering Managers, while fostering the open channel of communication between Sales and Catering Departments.

 

Administrative

  • Accountable for the financial performance of the department with emphasis on achieving or exceeding of predetermined booking goals.
  • Prepare and control hotel budget for the department including working with the Marketing Team on promotions and advertising.
  • Monitor departmental, payroll and supply expenses in accordance with budgetary goals.
  • Prepare 30-60-90 Day Revenue Forecast on a monthly basis for presentation.
  • Prepare weekly activity report to include all financial booking performance and personal call reports for active solicitation performed.
  • Holds department meetings and attends inter-departmental meetings.
  • Conduct inspections of work areas regularly and address items that need attention.
  • Be familiar with the operating procedures of all other areas of the hotel, cooperating fully and in a friendly manner with those areas to assure customer satisfaction.
  • Notify management of any pertinent information related to shift activities.
  • Determine the requirements for and the follow up on special groups, VIPs, etc.

 

Providing Exceptional Customer Service

  • Serves the customer by understanding their business, business issues and concerns, to offer better business solution both prior to, and during the program/event.
  • Executes exemplary customer service to drive customer satisfaction and loyalty by assisting the customer and ensuring their satisfaction before and during their program/event.
  • Serves the customer by understanding their needs and recommending the appropriate features and services that best meet their needs and exceed their expectations, while building a relationship.
  • Monitors the effective resolution of guest issues that arise as a result of the sales process by creating mechanisms to channel issues to property leadership and/or other appropriate stakeholders.

 

Additional Responsibilities

  • Performs other duties, as assigned, to meet business needs

 

Qualification Standards

Education & Experience

  • 4-year Bachelor’s degree preferred
  • Catering sales and or convention services experience required
  • Familiarization of the local markets preferred
  • Excellent customer service skills
  • Excellent communication skills, both verbal and written
  • Ability to effectively present information to individuals or groups
  • Proficient with Microsoft Office programs, Marriott systems, SFAweb and CI/TY

 

Physical Demands

  • Ability to sit or stand for extended periods of time
  • Ability to communicate clearly
  • Corrected vision to normal range
  • Ability to drive/transport self and others
  • Ability to travel, domestically and internationally
  • Long hours sometimes required

 

Mental Demands

  • Make sound judgments quickly
  • Work on multiple tasks, making appropriate progress towards deadlines
  • Able to work independently, take direction and provide direction to others
  • Manage differing personalities within the office, the hotel and the community
  • Maintain the highest degree of confidentiality
  • Ability to work effectively in stressful, high pressure situations
  • Ability to effectively handle challenges in the workplace, including anticipating, preventing, identifying and solving problems as necessary

Career Information

Date Posted:
August 10, 2019

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