Catering/Conference Service Manager

Mondrian South Beach; Miami Beach (FL); On-site; USD 65,000 - 90,000; Full time

Job summary

Mondrian South Beach is seeking a Catering/Conference Services Manager to lead all aspects of conferences, meetings, and group events booked through the sales department. You will coordinate pre-planning, on-site execution, and post-event wrap, while also handling some catering-only business.

Responsibilities include creating BEOs, managing room blocks, invoicing, and ensuring seamless communication between clients and hotel teams.

Qualifications

• Requires strong communication and interpersonal skills.
• Experience in hotel or catering sales and event management.
• Proficiency with MS Office and catering/event management software.

Responsibilities

• Coordinate conference and catering services for groups and events.
• Act as liaison between clients, hotel operations, and sales for pre-planning and execution.
• Create group resumes, rooming lists, and BEOs; manage billing and logistics.
• Oversee on-site events, vendor coordination, and post-event follow-up.

Skills

Communication

Leadership

Negotiation

Time management

Education

High school diploma

Bachelor's degree preferred

Tools

OPERA

PowerPoint

Excel

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Catering/Conference Service Manager

Full Time 30-39 Hour Miami Beach, FL, US

2 days ago Requisition ID: 1816

POSITION SUMMARY:

The Catering/Conference Services Manager is responsible for managing and coordinating all conferences, meetings, group functions and group activities booked through the sales department. This person must be able to act as the liaison between the client and the hotel throughout the pre-planning, execution, and post event wrap of the program. Additional responsibilities will include the sales and servicing of some catering only business as well.

In addition, this Manager will perform duties as a Catering/Conference Services Manager for all groups booked by the Team including but not limited to creating group resumes, managing all Rooming Lists input/changes and cut off dates for Corporate and Social Groups, communicating group/event details to appropriate hotel and Team, creating BEOs, processing invoices, managing set up/service/ retrieval process with hotel personnel, communication with Mondrian South Beach and Baia Beach Club F&B Operations as well with external clients, internal communication on the event with hotels, and managing of actual events on site. This position will focus on Conference Services' responsibilities 90% of the time selling at least I 0% of the time depending on seasonal demand.

ESSENTIAL FUNCTIONS:

• Perform clerical duties such as typing correspondence and reports, filing, and answering phones. Maintain and upkeep, various filing systems, including vendor information where necessary.
• Receives convention files from Sales Department and reviews them for accuracy and thoroughness and provides initial written communication with client once file is received.
• Provides written and verbal communication to clients regarding the management of their account.
• Maintains contact with clients on a regular basis to develop a relationship, including pre-planning meetings, meal tastings and conference calls.
• Create and execute accurate banquet event orders that include detailed information on the agenda, menu items, room set up, and billing arrangements.
• Act as liaison between hotel and meeting planner to ensure a successful event. This includes obtaining rooming lists, establishing/reconciling billing, overseeing group room blocks, welcoming VIP's, overseeing amenity requests, handling on site event logistics, coordinating outside vendors, enforcing the contract, monitoring reservations receipt, washing down counts and group pickup.
• Write resumes for each group giving the hotel's departments an overview and schedule of the conference and its objective, details of the meeting agenda, A/V requirements, VIP's, billing arrangements and amenity requests.
• Plan group food and beverage events, including assistance with menu and wine selection, decorations, entertainment and audio visual.
• Review all bills that are sent to the client, ensuring they are accurate and timely to maximize return business. Compile any cancellation/attrition charges for the group. Send thank you notes and meeting critiques with every bill, and ensure any feedback is communicated and responded to according to hotel guidelines.
• Evaluate changes in guest needs, the hotel guest mix and industry competitive trends to recommend product/service and optional charges to be made to ensure guest and employee satisfaction and to maintain market dominance and exceptional financial returns.
• Schedules and coordinate pre-convention and post-convention meetings for all assigned groups.
• Maintains accuracy of conference management information in OPERA and/or Delphi.
• Works on special projects assigned by the Director of Catering, and/or Sales Director.
• Assist with preparing, printing and cutting menus for events and weddings.
• Updating menus on Delphi and Canva.
• Ensures final bill is accurate and updates workbook regularly to ensure its accuracy.
• Capitalize on Mondrian South Beach and Baia Beach Club marketing, sales programs, and resources.
• Conduct Site Inspections as requested and maintain internal communication flowing.
• Performs other related duties as assigned by management.

OTHER:

Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the hotel. In addition, attendance at all scheduled training sessions and meetings is required.

SUPPORTIVE FUNCTIONS:

In addition to the performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the requirements of the hotel:

• Professionally represent the hotel at all industry/community functions.
• Participate as a team player with all departments.
• Assist with reports and/or competition data collection.
• Coordinate and oversee all catering operations, including menu planning, food and beverage service, and catering staff management.
• Develop and manage budgets for catering and conference services, ensuring profitability and cost-effectiveness.
• Establish and maintain relationships with cross-functional departments.
• Adhere to all relevant health, safety, and sanitation regulations, as well as company policies and procedures.
• Prepare regular reports on catering and conference services performance, including sales metrics, client feedback, and financial analysis.

SPECIFIC JOB KNOWLEDGE, SKILLS, AND ABILITIES:

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:

• Must be able to speak, read, write and understand the primary language(s) used in the workplace.
• Must be able to read and write to facilitate the communication process.
• Requires good communication skills, both verbal and written.
• Must possess basic computational ability.
• Must possess computer skills, including Microsoft Office Word, Excel, and PowerPoint.
• Ability to accurately type at least 50 words per minute.

PHYSICAL DEMANDS:

• Most work tasks are performed indoors. The temperature is moderate and controlled by hotel environmental systems.
• Must be able to sit at a desk for up to 8 or more hours per day. Walking and standing are occasionally required. The length of time of these tasks may vary from day to day and task to task.
• Must be able to bend, stoop, squat and stretch to fulfill cleaning and filing tasks.
• Must be able to exert well-paced ability in limited space.
• Must be able to lift up to 15 lbs. on a regular and continuing basis.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening, and hearing ability and visual acuity.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors, and other employees.
• Vision occurs continuously with the most common visual functions being those of near vision and depth perception.
• Requires manual dexterity to use and operate all necessary equipment.
• Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, electric typewriter, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed.

QUALIFICATION STANDARDS

Education

High school or equivalent education required. Bachelor’s Degree preferred.

Experience

• Requires a minimum of three plus years’ experience in the market with a proven sales track record of meeting and exceeding goals. Hotel or sales experience.
• Strong leadership and interpersonal skills, with the ability to motivate and inspire teams.
• Excellent communication and negotiation abilities.
• Detail-oriented with exceptional organizational and time management skills.
• Proficiency in MS Office Suite and catering/event management software.
• Flexibility to work evenings, weekends, and holidays as required.
• OPERA experience is required

Licenses or Certificates

Not applicable.

Grooming

All employees must maintain a neat, clean, and well-groomed appearance per Mondrian South Beach standards.

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time. The content of this job description will be reviewed on a regular basis to incorporate any new responsibilities which reflect the hotel business requirements.

The content of this job description will be reviewed on a regular basis. Employees will be required to complete all tasks assigned by the Director of Catering and/or Sales Director.