POSITION DESCRIPTION
Position Title: Catering and Conference Services Manager
Exempt
Department: Sales
Non-Exempt
Reports to: Director of Sales and Revenue and Associate Director of Sales
Summary: The Catering and Conference Services Manager acts as the liaison and services all groups booked
into hotel and sells Catering only groups.
Essential Job Functions
• Primary duty is office or non-manual work directly related to the management or general business
operations of the employer or the employer’s customers.
• Consistently provide service that meets the Hotel’s Preferred/4 Star/4 Diamond service standards;
Attends necessary training sessions for supervisors/managers.
• Ensures that all calls coming into the Sales Department are handled in house and in a timely manner.
• Represents Hotel Teatro as a great place to work
• Treats Associates with respect and dignity
• Continually searches for ways to improve procedures, training, interviewing, and other Hotel services
• Sets the example for all Hotel staff by providing 4 Star/4 Diamond service at all times
§ Detailing all aspects of the meeting with the client
§ Communicating with the hotel staff by completing Group Resumes for every group, 15-Day weekly and
daily reader boards.
§ Servicing all groups with Audio Visual needs, conference concierge
§ Communicating all set up information to the Housekeeping Department and informing of all changes as
they arise.
§ Communicating all billing with the reservations department and ensuring correct set up.
§ Ensures that sales activities are focused to yield maximum revenue per room/meeting room occupied
§ Meets or exceeds sales goals as assigned by the Director of Sales or Revenue
§ Set up Sales Appointments and calls to prospect appropriate market assignments
§ Communication with F &B management to ensure food & beverage for in house groups
§ Follows up with Thank you/Group Survey as needed
§ Maintains relationships with clients for future business
§ Completes Sales Calls, prospecting of new business/clients and qualifies all new business.
§ Negotiates all catering sales contracts with appropriate rates and food & beverage minimums by using
discretion and independent judgement with respect to matters of significance.
§ Sends contracts and obtains signatures on contracts of own business
§ Tours walk-in clients to qualify & sell
§ Responsible for handling Catering Only Business
§ Actively sells meeting space for Catering Only groups to achieve banquet goals each quarter.
§ Answers phone calls and emails in a professional manner
§ Uses Opera to run reports and to enter or read data regarding a guest, billing or group statistics, etc.
§ Travel as needed or trade shows or sales calls.
§ Communication with University of Colorado for set up of Terrace space.
§ Tracking of monthly meeting room rental, A/V and banquet sales.
§ Handles guest problems and complaints with courtesy and expediency
§ Designs ideas and techniques to better offer uncompromising guest satisfaction
§ Communicates with all departments regarding in house VIP’s and any special needs.
§ Thoroughly completes all guest transactions.
§ Maintains a thorough knowledge of all Hotel Teatro outlets, amenities and special events
§ Establishes and secures proper guest credit; Handles any billing questions and inquiries.
§ Performs all accounting duties including posting charges, account settlements, and shift closing.
§ Assists the Director of Revenue and Sales and General Manager as needed.
§
§
Handles all special requests, confirmations, cancellations, and special billing
Follows set procedures on posting, charges, safe deposits, and refunds.
NOTE: This job description is not intended to be an exhaustive list of all duties,
responsibilities, or qualifications associated with the job.
Essential
Characteristics
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•
•
•
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Takes pride in providing exceptional service to guests and all Associates.
Has a cheerful, upbeat attitude and naturally shares optimism with guests and all Associates.
Is perceived by Associates in his or her department as a manager that is likeable, easy to work with,
and open to hearing the perspectives of his or her staff.
Works effectively and communicates with other departments to meet Hotel goals; expresses “point of
view” differences in a professional manner and involves others in developing “win-win” situations and
timely manner
Effectively addresses performance issues with Associates in a manner that is perceived by the
Associate to be dignified and encouraging.
KNOWLEDGE, SKILLS AND ABILITIES NEEDED FOR POSITION: (specify whether required or preferred):
Area
Comments
Required:
Education:
High school diploma or equivalent
Previous Work Experience:
3 - 6 months related experience and/or training
Language Ability:
English
Other:
Ability to perform all duties in Front Office
(Reservations, Front Desk, Concierge, Bell/Valet) if
necessary. Excellent Guest service skills.
Preferred:
PHYSICAL REQUIREMENTS: How much on the job time is spent performing the following physical activities?
Does the job require weight to be lifted, carried, or force be exerted? If so, how much and how often?
Activity
Standing
Walking
Sitting
Using hands to finger & feel
Never, Rarely,
Occasionally,
Frequently
Occasionally
Occasionally
Sometimes
Frequently
Reaching with hands and arms
Occasionally
Climbing or Balancing
Stooping, Kneeling, Crouching
Crawling
Talking or Hearing
Tasting or Smelling
Never
Never
Frequently
Never
Never, Rarely,
Occasionally,
Frequently
Up to 10 pounds
Occasionally
Up to 25 pounds
Sometimes
Up to 50 pounds
Rarely
Up to 100 pounds
Rarely
Rarely with
More than 100 pounds
assistance
Other: May be subject to occasional outdoor weather
conditions, moderate noise levels and long periods of
standing.
Lifting Weight
Vision Requirements:
Close Vision
Distance Vision:
Color Vision
Peripheral Vision:
Depth Perception:
Ability to adjust focus
SCHEDULING
Holidays/Weekends/Evenings: Must be able to work holidays, weekends and evenings on a regular basis.
I am signing that I have received a copy of my job description and understand that it is
not an exhaustive list of my job duties. I will notify my manager if there is something I
do not understand or if I need additional training on any aspect of my job.
_________________________
Associate Signature
______________
Date
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Manager Signature
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Date