Catering and Conference Services Manager

Company Description

A majestic all-season mountain retreat, Primland is located at the heart of the Blue Ridge Mountains on 12,000 expansive acres.  Primland offers luxurious accommodations, a championship golf course, exquisite farm-to-table cuisine, a serene spa and a level of outdoor adventure that is unrivaled on the east coast.  In one of the most breathtaking mountain settings, the resort boasts impressive year-round activities for the entire family, including horseback riding, fly fishing, alfresco yoga and meditation, kayaking, hiking, sporting clays, archery, stargazing in one of the largest observatories in the Eastern U.S., RTV trail riding and tennis.

Job Description

Job Description

This is a pivotal role in the planning and execution of high-level events, from engaging corporate retreats to incentive group buyouts and everything in between. The position plays a critical role as an operator of the Delphi sales system to execute events at the hotel. This position works closely with property sales managers, third party event planners, operations, and food and beverage teams to detail corporate programs via resumes and banquet event orders. Develops trusted relationships with each client to ensure program objectives are met/exceeded and opportunities for repeat business and referrals are secured.

Duties and Responsibilities

• Plan, execute, and oversee high-profile events, providing innovative solutions to challenges while balancing client needs with hotel goals.

• Manage client relationships throughout the event process, ensuring satisfaction and maintaining effective communication with all departments.

• Developing timelines, BEOs, floor plans and billing that streamline the client experience.

• Responsible for managing all facets of corporate events.

• Act as a liaison between the customer and operations departments of the hotel to ensure a successful event for the clients and all of the client’s needs are met and communicated accurately and efficiently to all departments of the hotel.

• Assist in contacting clients and work with accounting for timely collection of all deposits for events. Keep track of deposits received and past due for timely collection of deposits.

• Partner with the Food and Beverage team and Accounting to develop accurate master bills and ensure bills are sent out after group departure.

• Develop, input and distribute resume data for each group.

• Attend the arrival meeting for the day before and day of events.

• Prepare reports for weekly meetings including BEOs and resumes.

• Lead BEO, resume, and precons (as requested), ensuring accurate details are communicated to all departments.

• Coordination of contacting all authorized vendors to execute arrangements for functions, including audio/visual needs.

• Provide accounting administrative support for events by maintaining spreadsheets, entering activities, experiences, and F&B minimums or any other necessary support to create a smooth accounting process for all groups.

• Assist Food & Beverage Manager with running functions on property.

• Greet all clients as they arrive at the hotel to ensure that they have all required items.

• Participate in weekly operations meetings to communicate the upcoming group’s needs.

• Assist the Senior Manager, Catering & Conference Services with the development and training of other events coordinators

• Ability to step in and act on behalf of the Senior Manager, Catering & Conference Services with groups, contacts or group functions.

• Collection and input for tracking revenue streams for each group.

• Collaborate with Senior Manager, Catering & Conference Services and Area Director of Sales on monthly forecasts for groups, with budgeted, and anticipated spends.

• Work with the Senior Manager, Catering & Conference Services & Area Director of Sales to understand and set goals to achieve hotel banquet and room rental revenue goals.

• Review all assigned group files including contracts and addenda for accuracy

• Demonstrate flexibility to work long and irregular hours, including weekends and evenings, as required by the position.

• Perform other duties as assigned

Qualifications

• 2+ years of progressive event management experience 

• Ability to maintain a service-oriented style with professional presentational skills

• Ability to handle multiple competing priorities and work under pressure

• Excellent organizational, interpersonal, and administrative skills

• Excellent professional communication skills both oral and written. 

• Ex