Catering & Conference Services Manager

CoralTree Hospitality Group; Sedona, Northern (AZ, KY); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Free room nights across CoralTree

Medical, dental, vision, life, and dis

FSA for healthcare and dependent care

Paid time off and sick time

401(k) with company match

Employee assistance program

Job summary

Outbound Sedona is seeking a Catering & Conference Services Manager to own the guest experience from contract through checkout, coordinating with Culinary, Banquets, Front Office, Housekeeping, and AV to ensure flawless events.

This client-facing, detail-driven role blends strategic thinking with hands-on execution, driving planning, BEOs, vendor management, and upsell opportunities to enhance revenue while delighting clients.

Qualifications

• 3+ years of experience in Catering, Conference Services, or Event Management within a hotel or resort environment.
• Proficiency in Delphi is highly preferred; experience with HMS or comparable CRM a plus.
• Strong working knowledge of Microsoft Office Suite.
• Exceptional written and verbal communication skills — you can present to a C-suite and also rally a banquet team.
• A proactive, solutions-first approach and the ability to stay calm and creative under pressure.
• Deep attention to detail with the ability to manage multiple events and deadlines simultaneously.
• A genuine passion for hospitality and creating experiences that people remember.
• CMP (Certified Meeting Professional) or CSEP certification a plus.

Responsibilities

• Serve as the primary point of contact for confirmed group and catering clients, guiding them from contract through execution
• Conduct detailed planning meetings and site inspections to understand client vision, objectives, and event requirements
• Develop and distribute Banquet Event Orders (BEOs), group resumes, and all event documentation with accuracy and timeliness
• Personally greet group contacts upon arrival, orient them to the property, and remain accessible throughout their event
• Proactively identify upsell opportunities — enhancements, upgraded menus, added experiences — to maximize revenue while elevating the client experience
• Manage dietary requirements, special requests, and event‑specific details with care and precision
• Directing all phases of group planning and execution, ensuring all client expectations are met and exceeded.
• Coordinating and managing all group needs from start to finish.
• Act as the primary liaison between clients and all operating departments — Culinary, Banquets, Front Office, Housekeeping, Recreation, and AV
• Lead weekly BEO and resume review meetings, ensuring all departments are aligned and prepared
• Coordinate third-party vendors including AV providers, décor, transportation, and specialty experience partners
• Develop and manage event diagrams, timelines, group agendas, and run‑of‑show documents
• Produce proposals and catering contracts for new business, in-conjunction events, and stand‑alone catering inquiries
• Support the Sales team with site inspections, RFP responses, and prospecting for local and social catering business
• Maintain awareness of competitive landscape, market trends, and seasonal demand to inform catering strategy
• Assist in developing and executing against monthly and quarterly catering revenue goals
• Maintain complete and accurate client files, event records, and account data in Delphi (experience highly preferred) and HMS
• Support post-event follow-up, including billing reconciliation, client feedback, and rebooking conversations

Skills

Client communication

Attention to detail

Organizational skills

Hospitality mindset

Tools

Delphi

HMS

Microsoft Office

Job description

Overview

Outbound Sedona isn't a typical meeting destination — and Outbound Sedona isn't a typical hotel. A group-friendly basecamp where corporate retreats feel less like conferences and more like turning points. If you're a hospitality professional who believes great events are more than logistics — that they're experiences — we want, you helping lead the charge from day one.

PERKS OF THE JOURNEY

• Free room nights across the CoralTree portfolio


• Medical, dental, vision, life, and disability coverage


• FSA for healthcare and dependent care


• Paid time off and sick time


• 401(k) with company match


• Employee assistance program

THE ROLE

The Catering & Conference Services Manager is the connective tissue between our clients and every department in the building. You own the guest experience from the moment a group is confirmed through the final checkout — managing all event details, leading the planning process, and ensuring seamless execution across every touchpoint. This is a client-facing, detail-driven, high-ownership role that requires both strategic thinking and hands-on follow-through.

Responsibilities

Client & Event Management

• Serve as the primary point of contact for confirmed group and catering clients, guiding them from contract through execution


• Conduct detailed planning meetings and site inspections to understand client vision, objectives, and event requirements


• Develop and distribute Banquet Event Orders (BEOs), group resumes, and all event documentation with accuracy and timeliness


• Personally greet group contacts upon arrival, orient them to the property, and remain accessible throughout their event


• Proactively identify upsell opportunities — enhancements, upgraded menus, added experiences — to maximize revenue while elevating the client experience


• Manage dietary requirements, special requests, and event‑specific details with care and precision


• Directing all phases of group planning and execution, ensuring all client expectations are met and exceeded.


• Coordinating and managing all group needs from start to finish.

Planning & Coordination

• Act as the primary liaison between clients and all operating departments — Culinary, Banquets, Front Office, Housekeeping, Recreation, and AV


• Lead weekly BEO and resume review meetings, ensuring all departments are aligned and prepared


• Coordinate third-party vendors including AV providers, décor, transportation, and specialty experience partners


• Develop and manage event diagrams, timelines, group agendas, and run‑of‑show documents

Sales Support & Business Development

• Produce proposals and catering contracts for new business, in-conjunction events, and stand‑alone catering inquiries


• Support the Sales team with site inspections, RFP responses, and prospecting for local and social catering business


• Maintain awareness of competitive landscape, market trends, and seasonal demand to inform catering strategy


• Assist in developing and executing against monthly and quarterly catering revenue goals

Operations & Administration

• Maintain complete and accurate client files, event records, and account data in Delphi (experience highly preferred) and HMS


• Support post-event follow-up, including billing reconciliation, client feedback, and rebooking conversations

Qualifications

• 3+ years of experience in Catering, Conference Services, or Event Management within a hotel or resort environment


• Proficiency in Delphi is highly preferred; experience with HMS or comparable CRM a plus


• Strong working knowledge of Microsoft Office Suite


• Exceptional written and verbal communication skills — you can present to a C-suite and also rally a banquet team


• A proactive, solutions-first approach and the ability to stay calm and creative under pressure


• Deep attention to detail with the ability to manage multiple events and deadlines simultaneously


• A genuine passion for hospitality and creating experiences that people remember


• CMP (Certified Meeting Professional) or CSEP certification a plus

SCHEDULE & PHYSICAL Flexible schedule required, including evenings, weekends, and holidays based on event calendar. Ability to stand for extended periods, move through event spaces, and occasionally lift up to 25 lbs.