Assistant Director of Catering

As an Associate Director of Catering & Conference Services, you are responsible for directing and administering all Catering and Banquet events and must demonstrate a continuing effort to deliver outstanding guest service, unique events and financial profitability.

The primary objective of this position is to direct the Events department to include planning, budgeting, forecasting, soliciting new business, maintaining current clients and promoting banquet and catering business for Snow King Resort. Revenue maximization and the ability to control expenses through effective negotiation of services and accurate forecasting is required. The ADOC is ultimately responsible for achieving his/her budgeted sales plan.

The ADOC develops relationships with guests, individuals, and corporations who book events so as to maintain a catalog of repeat business as well as prospecting new business. This position works closely with the entire management team to communicate and prepare for upcoming events.

ESSENTIAL FUNCTIONS:

• Coordinates all aspects and details of the event with the event planner including menu planning, service details, pricing and payment.
• Prepares BEO’s, Resumes and leads internal meetings to review
• Conducts all pre-con’s and post-con’s for groups
• Updates Delphi with budget details and completes the Banquets/Catering Forecast
• Follows up on all event details with the necessary resource providers to include but not limited to Banquet Manager, Executive Chef, Audio-Visual Technicians, Equipment Rentals, etc.
• Communicates with the event planner effectively and on a timely basis.
• Maintains guest history log of needs and preferences of event requestors and specific groups.
• Utilizes effective cost control processes when suggesting products and services.
• Works with the Executive Chef to provide seasonal offerings and special menus when appropriate.

DAILY MANAGEMENT RESPONSIBILITIES

• Oversee all operational aspects relative to all groups including planning, set-up, audio visual and conference concierge operations. Provide general supervision as well as guidance and training on a daily basis.
• Meet with each group planner to discuss issues.
• Provide a forum for problem solving with clients relative to any group issues.
• Exemplify positive attitude, encourage employee morale and problem solve any employee issues.
• Meet with Banquet Manager on a weekly basis to discuss issues and plan for upcoming events.

TRAINING/DEVELOPMENT OF TEAM:

• Develop staff within the department for future growth in the industry.
• Encourage staff to continuously seek self-education on industry standards, new technologies and changing developments in customer expectations.
• Cross-train staff to build a self-sustaining work group.

FINANCIAL RESONSIBILITIES:

• Encourage up selling by Sales Staff to increase revenues.
• Prepare annual budgets with the DOSM/DOFB
• Prepare monthly narratives on department financial results for DOSM/DOFB
• Reforecast financials for future months for DOSM/DOFB
• Track departmental financial history for future use.
• Review daily revenue reports against spreadsheets to make sure of accuracy.

SERVICE, QUALITY AND CONTINUOUS IMPROVEMENTS:

• Develop and maintain professional departmental service standards for conference set-up, audio visual, planning and conference concierge staff.
• Encourage increased overall quality in service levels throughout the hotel relative to group business.

MEETINGS THAT ASSOCIATE DIRECTOR CONDUCTS OR ATTENDS:

• Conference Review
• Planning Meeting
• Operations Committee Meeting
• Event Order Meetings (BEO Meeting)
• Pre and Post Conference Meetings
• Any other meetings deemed necessary by the Director of Sales & Marketing and/or Director of F&B

ADDITIONAL RESPONSIBILITIES:

• Assist Director of Sales & Marketing and Director of F&B members with special projects as needed.
• Meet regularly with Sales, Conference & Catering Team to discuss any pertinent issues.
• Maintain a positive relationship and open lines of communication with all management personnel in all departments.
• Review Meeting Planner Evaluations as well as monitor responses from guest satisfaction cards pertaining to the department. Respond to any unsatisfactory evaluations or dissatisfied clients when necessary.
• Assure that all staff is provided with adequate time off, so job burn out does not occur.
• Ensure that the lines of communication between Planning staff and the floor staff remain open at all times. Review event orders daily to ensure that all information is correct and current at all times.
• Conduct one-on-one meetings with all managers in department monthly or quarterly.
• Research and implement improved methods of utilizing Delphi and other tools for communication.
• Meet with prospective clients as needed by the Sales Department in order to assist in explaining our operation and services.
• Assist in ongoing training and support for Sales Department.
• Conduct regular Function Diary audit to correct or avoid problems.
• Develop and maintain cross-training programs within the department.
• Do daily walk through of the conference center to ensure quality service standards are upheld at all times.
• Ensure equipment and supplies are maintained at all times.
• Enforce proper and timely reporting of maintenance problems.
• In conjunction with the Banquet Manager and Executive Chef develop and maintain quality control programs for banquets, set-up, audio visual and pantry.
• Respond to any reasonable task as assigned by DOSM & DOFB
• Interface positively with other departments, offering assistance when needed.
• Stay current with Delphi trace list and account data.
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• High school diploma or equivalent.
• College degree in Hotel Management or have an extensive background in conference management.
• Five years experience in the hospitality industry with at least three years of that experience associated with Corporate Conference Centers or Conference Center Resorts.
• Previous job duties in banquets, conference planning, conference floor management and knowledge/understanding of audiovisual technology.
• Prior experience with managing financials and development of budgets.
• Knowledge of conference service equipment and set-up styles including but not limited to meeting room set-up, banquet set-up and audio-visual equipment.
• Knowledge of Excel database.
• Familiar with Delphi
• Ability to communicate effectively with clients, to all other departments and interdepartmentally.
• Organizational skills.
• Must have positive mental attitude.
• Ability to maintain a calm composure under extreme stress situation.