Hotel Sales Manager/EventManager-Small Group Cateri

Position Description

Receives direction from: Director of Sales, Director of Catering and Group Sales Manager


Position Overview

Meet booking goals assigned for group rooms, catering / banquet revenues and coordinate all facets of groups as assigned. Work closely with the hotel sales team, banquet team and general manager to insure timely booking, coordination, communication and execution of group requirements.

ESSENTIAL FUNCTIONS:
Small Group / Catering Sales (75%)
* Respond to inquires of potential customers as needed. Qualify the business and handle to booking if it falls with in the assigned perimeters to include Groups with rooms and Catering events..
* Solicit accounts as assigned
* Negotiate contracts ensuring that all pertinent aspects of solicitation and closing are complete and documented. Book business.
* Prospect by telemarketing resources to include Delphi, flat lists, killed files, reader boards.
* Gather all appropriate details of events including, but not limited to: rooming lists, VIP accommodations, meeting room set-up, audio visual requirements, coffee break and /or meal selections and overall event timing. Use suggestive selling techniques to up-sell in all areas.
* Prepare the banquet event order with above details and have client authorize by signing.
* Record and process all revisions to distributed banquet event orders. Communicate all changes to hotel Food and Beverage /Operations staff or Third Party Vendors.

Group and Event Coordination (25%)
* Coordinate all final details of all booked groups
* Review meeting space requirements and insure that all space is blocked correctly.
* Detail Banquet Event Orders and Distribute
* Follow up on reservations to ensure reservations are received prior to cut of date to include rooming list, reservations cards or direct call in.
* Make reservations for guests listed on rooming list and any staff reservations necessary.
* Contact the client prior to cut off date to review pick up.
* Contact client to coordinate meeting, banquet and restaurant requirements.
* Prepare banquet event orders to the client specifications and send to client for signature.
* Prepare VIP amenity requests when necessary.
* Prepare and distribute a group resume or coversheet depending on the complexity of the group.
* On a weekly basis assemble and distribute 11-day group packet to include resumes, cover sheets and banquet event orders to all departments.
* Contact all catering clients 72 hours prior to their event to review their final arrangements and guarantees. Communicate all changes and additions to the necessary departments.
REQUIREMENTS
Supportive Functions:
* Answer incoming telephone inquiries when other sales managers are on the phone or away from the office.
* Work with Banquet Manager to insure execution of Banquet / Catering Events.
* Work with Chef and Banquet Department to create and uphold presentation and set up and service delivery standards.

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITY

* Organized and effective multi task manager.
* Ability to effectively communicate with customers in a friendly and positive manner, in order to solicit business, meet needs of client and resolve complaints.
* Ability to anticipate and analyze both internal and external client needs.
* Ability to negotiate pricing for groups and events following guidelines provide by the Director o Sales
* Basic knowledge of food and beverage products, proper preparation and presentation of food and beverage items.
* Ability to effectively communicate customer needs through BEO's, Group Resume and Group Coversheets.
* Ability to effectively deal with internal and external customers, some of whom will require high levels of patience, tack and diplomacy to diffuse anger, collect accurate information and resolve conflicts.
* Ability to function in a multi-cultural environment.
* Ability to meet varying schedules due to the nature of the hospitality industry. This may include working weekends and holidays.
* MS Office software to include Word, Excel, Outlook and Delphi.
* Ability to grasp, lift and /or carry, or otherwise move or push goods weighing a maximum of 20 lbs. on an occasional basis.
* Ability to read, write and speak English to comprehend and communicate job functions.


EDUCATION:

* Any combination of education, training or experience that provides the required knowledge, skills and abilities. College education preferred.

EXPERIENCE:
* 2 years experience in the sales, catering or event management departments. Administrative background preferred in hospitality or related industry.


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