Catering Manager

JOB DESCRIPTION

POSITION TITLE:

Catering Sales Manager

DEPARTMENT:

Catering & Conference Services

REPORTS TO:

Director of Catering/CS

DIVISION:

Food & Beverage

EXEMPT OR NON-EXEMPT:

Exempt

JOB DESCRIPTION:

Responsible for selling and servicing clients to assure the overall success (revenue maximization and profitability) of the Banquet and Catering Departments. Promote complete guest and employee satisfaction.

THE ESSENTIAL JOB FUNCTIONS OF THIS JOB ARE:

STRATEGIC PLANNING & PERFORMANCE REVIEW: Help create and maintain Catering marketing plans, action plans, goals and objectives which are both aggressive and attainable. Be aware of reports, including month-end statistics, forecasting and staffing guidelines. Analyze statistics and make reforecasting recommendations necessary to achieve accurate year-end projections.

SALES & MARKETING: Research and develop new accounts. Prepare and participate in site visits by adhering to the following tips for a successful presentation. Every event is different, so every site visit should be different.

1. Communicate with client prior to the site to set expectations and present features of the property; highlighting strengths and opportunities. Create an agenda that is custom tailored to the planner’s needs.
2. Ask planners for specific details; i.e.: type of event, expected number of attendees, estimated budget, preferred dates. Ensure adequate time is allotted to conduct the tour.
3. Conduct client research to create a memorable experience.
4. Share accurate floor plans. Ask for event diagram and program agenda, if available.
5. Address F & B needs to ensure guest satisfaction. Collaborate with the Culinary team to develop menus and present tastings that ensure the client’s preferences are met.
6. Coordinate with Event Technologies to share A/V capabilities.
7. Train on-site team to ensure they possess in-depth knowledge of the property’s event space.
8. Pre-set the room with the planner’s ideal lay-out and conduct the walk-through to mirror the event.
9. Demonstrate in-depth knowledge of the competition to be able to communicate what sets our property apart.
10. Ensure that the decision maker is onsite and review proposal before they leave to try and close the sale before they leave.

Actively participate in business review meetings to strategize plans that are designed to maximize revenue. Participate in community activities with emphasis on public relations and development of new client contacts, to increase current client base.

ACCOUNT MANAGEMENT: Responsible for all accounts in assigned market segment. Maintain those that are currently active and rebook them on subsequent occasions. Meet and exceed monthly booking goals. Direct internal servicing of group by obtaining and communicating accurate and total information on a timely basis. Coordinate and participate in group resume reviews and pre-cons/post-cons, as applicable.

BANQUET OPERATIONS: Assist in supporting the Banquet operation, maintaining Portola Hotel & Spa standards as it relates to quality and service. Ensure the integrity of all Accounting policies regarding cash and liquor controls. Ensure that the Banquet Department delivers what Catering has sold to the client.

COMMUNICATIONS: Communication should be accurate and timely. Use successful communication techniques to ensure staff and guests have a clear understanding of information. This should include an awareness of special needs. Conduct and facilitate effective meetings through established agendas, effective use of time and clear objectives. Prepare clear and concise correspondence, memos, letters, instructions and reports, following the correct format.

FINANCIAL RESPONSIBILITY: Contribute directly to the departmental profit through effective use of forecast data, proper scheduling, responding to business fluctuations. Control departmental profit potential through adherence to purchasing and requisition procedures, cash and credit policies and overall follow-up to issues that affect profit or loss. As a member of the management team, hold a shared responsibility for the financial success of the hotel.

OFFICE ADMINISTRATION: Assist in the accuracy/effectiveness of the file and trace systems. Have working knowledge of all office systems including paperwork and flow within the department and the communication it represents throughout the hotel. Ensure accurate and timely production of all BEO’s, thank you and solicitation letters.

SAFETY AND SECURITY: Be active in the management role of safety and security. Must be versed in all emergency, HAZCOM, OSHA and injury/accident reporting procedures. Implement steps to ensure the safety of the staff, guests and the owner’s investments, by being proficient at CPR, alcohol awareness, first aid and emergency procedures. Assist in obtaining successful results in internal control audits and insurance/fire inspections. Assist in monitoring the hotel controls according to Security, Human Resource and Accounting SOP’s.

ADDITIONAL RESPONSIBILITES:

Demonstrate knowledge of Portola Hotel & Spa’s management style and practices, culture, terminology, organizational structure and general philosophy. That philosophy should be portrayed in the professional appearance, behavior, integrity, openness and accessibility to employees and guests. Achieve performance objectives to meet owner expectations. Exhibit a “hands on” approach to training, developing and working alongside employees and a commitment to individual growth. Maintain an open door policy to encourage and support positive employee relations and guest satisfaction.

EDUCATIONAL / CERTIFICATION / LICENSE REQUIREMENTS:

A 2-year associate's degree or 4-year bachelor's degree in a related field of study enhances prospects for employment and advancement. The Certified Professional in Catering and Events (CPCE) is helpful, but not required. Serve Safe and TiPS certification are desired to ensure that food and beverage service are handled safely and responsibly

REQUIRED KNOWLEDGE, SKILLS, & ABILITIES:

• Leadership: Must possess ability to motivate the Banquet teams, in addition to handling general complaints, last-minute schedule changes, kitchen challenges and inventory issues. Demonstrates loyalty and commitment to Portola Hotel & Spa’s Purpose, Philosophy, Values, and Commitments. Must have strong interpersonal and diplomacy skills with the ability to maintain a calm and professional demeanor under pressure.
• Organization: Must be able to stay focused during busy times and delegate tasks to employees to keep business running smoothly.
• Office Administration: Must possess general office administration skills, including but not limited to Microsoft Office computer applications. Prefer experience with Delphi sales and catering system

PREVIOUS EXPERIENCED REQUIRED:

A minimum of two or more years of progressive hands-on Catering sales experience from high volume catering and conference services operation with knowledge of food and wine pairings preferred.

ACTIVITY SUMMARY

Never

Occasionally

Frequently

Constantly

Sitting

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Standing

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Walking

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Crawling

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Bending Over

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Reaching Overhead

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Balancing

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Pushing/Pulling

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Lifting/Carrying

10 lbs. or less

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20 to 50 lbs.

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Over 50 lbs.

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Skin/Hands in Water

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Exposure to Chemicals

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Foot Controls Used

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Repetitive Hand Use

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Firm Grasping Required

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OTHER REQUIREMENTS

Select Yes or No

Driving Vehicles/Equipment

No

Operating Equipment/Machinery

No

Exposure to Dusts, Gas, Fumes

Yes

Exposure to Hazardous Materials

Yes

Possible Exposure to Blood/Body

No

Fluids

Yes

Exposure to High Noise Levels

Yes

Walking on Uneven Ground

Yes

Exposure to Marked Changes In

No

Temperature

Use of Safety Equipment (Glasses,

No

Ear Plugs, Etc.)

Hearing Impairment Acceptable

Yes

Color Vision Impairment

Yes

Acceptable

Color Vision at 20 inches or less

Yes

Required

Clear Vision at 20 feet or more

Yes

Required

This job description is only a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties. The responsibilities, tasks, and duties of the jobholder might differ from those outlined in the job description and other duties, as assigned, might be part of the job, based on business necessity.