What are the responsibilities and job description for the Catering Service Manager position at Turf Valley Resort?
Description
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.
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