Catering Services Manager 9/1/2016

Omni Hotels & Resorts Hot Springs, VA

Omni Hotels & Resorts
Job Classification
Full Time
Company Ref #
Hot Springs, VA
Mid-Career (2 - 15 years)
Job Type
Bachelors Degree
AJE Ref #



To serve as the primary contact for all catering, wedding, and social bookings during pre-planning to on-site. This includes overseeing all event requirements, tastings, ceremonies, rooming lists, activities, billing requirements, arrival and departure patterns, and transportation. This position specializes in the area of designing and finalizing event details and servicing those catering and wedding accounts that have been assigned to them.


* Work directly with clients on all aspects of event food & beverage including planning and attending tastings; working alongside the culinary team for custom items and pricing; and suggesting menu selections
* Have full working knowledge of the amenities of, pricing and availability of sleeping rooms to include suite upgrades
* Have thorough knowledge of resort facility, meeting room capacities and equipment inventory
* Have full knowledge of resort amenities to include spa, golf, and outdoor activities
* Utilize this knowledge to fully service social, catering, and wedding programs to provide personalized unique events for clients and attendees
* Maintain organized and detailed catering files for servicing
* Create detailed Event Orders and Program Resumes for both client review and internal distribution
* Maintain deposit schedule with accounting to confirm all programs are pre-paid on schedule. Review final billing for accuracy prior to sending to client
* Attend regular departmental and resort meetings
* Work on special projects when assigned
* Work with other Catering and Convention Service Managers to manage an assigned administrative assistant
* Maintain warm hospitable guest relations


* Planning of all assigned programs to include:
* Detail and plan pre-planning resort visits
* Work directly with client to design menus
* Plan and execute banquet tastings as necessary
* Upsell resort amenities i.e. hair and make-up services at the spa and salon; coordinate golf tournament for groomsmen
* Maintain room block
* Confirm and establish all master account billing

* On-site service of all assigned programs to include:
* Acting as primary contact for client throughout the event
* Monitoring banquet set-up to ensure compliance of standards and that all details on Event Orders are executed
* Direct changes or facilitate additional requests through the proper departments
* Welcome group when checking-in, respond to their requests and coordinate guestroom requests with Group Room Coordinators

* Keep group files updated with important reference material (resumes, diagrams, group recap, outlet usage, activity usage, room block pick-up, etc.)

* Manage all programs to the terms of their contracts to include attrition, cut-off dates, program due dates, food and beverage minimums, contracted concessions, etc.

* Confirm programs and communicate event details effectively between the client and resort departments by using group resume, staff planner, and banquet event orders

* Monitor group room pick-up and make recommendations regarding room block changes based upon group needs and resort overall occupancy

* Work closely alongside various resort departments to ensure their understanding of group needs and the role each department plays in the success of the program

* Confirm function space in Delphi to ensure accuracy compared to contract and group program

* Check Opera / OPMS to ensure that VIP and suite arrangements are accurate

* At conclusion of event, review final bill with meeting planners and accounting

* Project sense of urgency for all client requests

* Entertain clients to establish closer working relations when appropriate

* Recommend and coordinate special outside vendors/services when required

* Schedule and facilitate internal tie-down meetings prior to events when necessary

* Perform other duties as assigned by Director of Convention Services


* College Degree or relative work experience
* Request 3 5 years hospitality experience
* Proven self-starter (assertive)
* Excellent communication skills (both oral and written)
* Computer skills (Word, Excel, etc)
* Strong guest service orientation
* Stellar organizational skills
* Decision maker and problem solver
* Level-headed with common sense
* Extremely flexible and willing to work required hours
* Detail oriented
* Team oriented ability to work with all departments in the resort
* Effective sales and up-selling skills

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristics protected by law. The following link provides more information regarding the Federal laws prohibiting discrimination in employment: