posted April 15, 2025

GENERAL DESCRIPTION

Responsible for all administrative duties associated with the Sales & Catering department, to deliver a high standard of service to clients and seamless execution of Groups & Events. Responsibilities Include distribution of reporting and communication on all upcoming groups and events, greeting attendees, billing, creating purchase orders, managing group inventory, and other duties assigned by Senior Catering Manager and Director of Sales.

WORK REQUIREMENTS

• Responsible for handling phone inquiries with prompt handling (within the business day) of all leads, walk-ins and regular scheduled appointments for catering managers, as needed.
• Liaison with clients and the F/B Team, Conferences Services and Culinary /Kitchen staff to ensure the up the minute communication, as needed.
• Do periodic comp set reviews, as needed.
• Maintain all files, BEO Book/ Purchase Orders.
• The ability to upsell clients while promoting a level of service parallel to the luxury stature of the facility.
• Complete paperwork coordination of the event functions acting as a liaison only If needed. Accurate and timely preparation of detailed banquet event orders a purchase orders. Review event orders prior to distribution to client and hotel staff.
• Generate " Thank you" notes to clients after events.
• Prepare all commission statements/purchase order/Bonvoy Rewards Points Upon the conclusion of each group & event that has this need.
• File all Banquet event order and files after events.
• Other responsibilities include collaborating with the sales, digital and revenue strategy leaders to ensure convergence and alignment are in place at all levels of the organization Responsible for preparation of occupancy forecast.
• Complete rate loading/mapping as necessary
• Complete coordination of the Sales group functions; complete and timely preparation of detailed 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 before distribution to client and hotel staff and confirm approval from the Revenue Management Team
• Follows up on the progress of groups booked, such as room night pick up, rooming list, cut-off dates, etc., with the Front Office to ensure maximum occupancy.
• Update Weekly Group Resume every Wednesday and get approval from the Director of Sales to be ready for distribution to staff in Wednesday's Staff meeting.
• Manage any group inventory task needed to be completed in the arranged time.
• Follow up with the Reservations Manager and/or Director of Revenue no less than weekly to ensure all group reservations, billing, and blocks are up to date and in line with company revenue goals
• Monitor Cl group projections and rooms blocked daily for accuracy.

GENERAL REQUREMENTS

• Must be able to effectively communicate both verbally and written with all employees and guests in an attentive, friendly, and service oriented manner.
• Must be effective in listening to, understanding and clarifying concerns raised by employees and guests.
• Must be able to multitask and prioritize departmental functions and meet deadlines.
• Maintain regular attendance in compliance with company standards.
• Maintain high standards of personal appearance and grooming.
• Must be effective in problem solving.
• Comply with company standards and regulations.
• Must be able to maintain confidentiality of information.
• Maintain flexible schedule as needed to promote special events.

PHYSICAL REQUIREMENTS

• Weekends, evenings and Holidays may be required.
• Light work - Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

EDUCATION REQUIREMENTS

• High School diploma - College preferred or experience
• Speaks English