Catering Service Manager

Summary/ Objective:

As an ambassador of Turf Valley Resort, this position assists our clients in gathering the details of their weddings and social events ensuring accuracy in communication so that we exceed the clients’ expectations.

 Duties and Responsibilities:

• Plan and coordinate logistics for the CATERING SALES TEAM
• Upon receipt of signed contract, send welcome letter to client
• Check to see that all pertinent documents are included in contract, such as deposits, tax exempt certificate information and direct bill applications, when applicable
• For Weddings: Send planner packet to Wedding Couples 6 months in advance to assist couples in the details they should be providing for their wedding day.
• For Social Events: Call client 6-8 weeks prior to event to obtain pertinent information, including:
  • Food and beverage requirements
  • Audio/visual needs
  • Room set-up
  • Make any adjustments needed to meeting room space, if required, due to changes in meeting schedule
  • Create and send addendum when required
  • Detail the appropriate information into BEOs for all assigned groups and events
  • Detail the appropriate information into Delphi for the distribution of resumes for all assigned groups with guestrooms
  • Plan  & Schedule appropriate planning meetings and site tours with clients
  • Schedule pre-con and post-con meetings for larger clients s necessary
  • Schedule delivery of client amenities and welcome notes to onsite VIPs
  • Obtain any additional information to assure a successful meeting
  • Confirm that rooming list has been received for all accounts and ensure that rooming list changes are forwarded to the reservations department
•  Meet with client upon arrival and throughout the meeting time to assure that all is going as planned.
• Have the capabilities to make continual changes and immediate decisions while maintaining a positive attitude.
• Responsible for maintaining client relationships for Weddings and Social Events to ensure repeat business potential
• Knowledgeable of all available menus and upsell when appropriate.
• Have a working knowledge of Delphi and Microsoft Office
• Have a working knowledge of Host
• Attend tradeshows, Wedding Tasting Events and industry events as well as MOD Shift when scheduled

Communication Skills:

• Provide legendary customer service to all guests
• Effectively communicate with Sales, Front Office, Accounting, IT, Banquets, Chef and Reservations and all other departments to assure that all information required for a successful meeting is received and understood.
• Resolve complaints.
• Answer and return work related phone calls and e-mails in a timely manner.
• Document correspondence with client through Delphi
• Strong interdepartmental communication
• Seek assistance from Director, when necessary

Customer Service Skills:

• Professional in manner and appearance
• Provide customer service to all guests
• Resolve complaints
• Answer and return all work-related phone calls and e-mails in a timely manner
• Seek assistance from Directors, if necessary

Team Player Responsibilities:

• Address any internal conflicts in a professional manner
• Show respect to all colleagues in all situations

Additional Responsibilities as Necessary

Physical Demands:

• Ability to Walk Entire Facility for Client Site Inspections
• Sitting for Extended Periods of Time
• Ability to Lift Up to 20 Pounds

Education and Work Experience:

• BA/BS degree or two-year degree preferred.
• Booking software experience, a plus
• 2 or more years of operations experience in the Hotel industry. Working knowledge of Convention, Services a plus.