Catering​/Conference Service Manager

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Full Time 30-39 Hour Miami Beach, FL, US

2 days ago Requisition

POSITION SUMMARY:

The Catering/Conference Services Manager is responsible for managing and coordinating all conferences, meetings, group functions and group activities booked through the sales department. This person must be able to act as the liaison between the client and the hotel throughout the pre-planning, execution, and post event wrap of the program. Additional responsibilities will include the sales and servicing of some catering only business as well.

In addition, this Manager will perform duties as a Catering/Conference Services Manager for all groups booked by the Team including but not limited to creating group resumes, managing all Rooming Lists input/changes and cut off dates for Corporate and Social Groups, communicating group/event details to appropriate hotel and Team, creating BEOs, processing invoices, managing set up/service/ retrieval process with hotel personnel, communication with Mondrian South Beach and Baia Beach Club F&B Operations as well with external clients, internal communication on the event with hotels, and managing of actual events on site.

This position will focus on Conference Services' responsibilities 90% of the time selling at least I 0% of the time depending on seasonal demand.

ESSENTIAL FUNCTIONS:

• Perform clerical duties such as typing correspondence and reports, filing, and answering phones. Maintain and upkeep, various filing systems, including vendor information where necessary.
• Receives convention files from Sales Department and reviews them for accuracy and thoroughness and provides initial written communication with client once file is received.
• Provides written and verbal communication to clients regarding the management of their account.
• Maintains contact with clients on a regular basis to develop a relationship, including pre-planning meetings, meal tastings and conference calls.
• Create and execute accurate banquet event orders that include detailed information on the agenda, menu items, room set up, and billing arrangements.
• Act as liaison between hotel and meeting planner to ensure a successful event. This includes obtaining rooming lists, establishing/reconciling billing, overseeing group room blocks, welcoming VIP's, overseeing amenity requests, handling on site event logistics, coordinating outside vendors, enforcing the contract, monitoring reservations receipt, washing down counts and group pickup.
• Write resumes for each group giving the hotel's departments an overview and schedule of the conference and its objective, details of the meeting agenda, A/V requirements, VIP's, billing arrangements and amenity requests.
• Plan group food and beverage events, including assistance with menu and wine selection, decorations, entertainment and audio visual.
• Review all bills that are sent to the client, ensuring they are accurate and timely to maximize return business. Compile any cancellation/attrition charges for the group. Send thank you notes and meeting critiques with every bill, and ensure any feedback is communicated and responded to according to hotel guidelines.
• Evaluate changes in guest needs, the hotel guest mix and industry competitive trends to recommend product/service and optional charges to be made to ensure guest and employee satisfaction and to maintain market dominance and exceptional financial returns.
• Schedules and coordinate pre-convention and post-convention meetings for all assigned groups.
• Maintains accuracy of conference management information in OPERA and/or Delphi.
• Works on…