Responsible for planning, coordinating, upselling & billing of group events. This position will also assist the sales team as needed. Experience in banquets and catering facilitating successful group events at resort properties is required, full service group service experience is preferred.
Offer a single point of contact for sales and planning to assigned groups with a focus on corporate, social and wedding groups.
Possess current, up-to-date knowledge pertaining to all DTR products, pricing, and strategies relevant to the group events.
Convert prospective clientele into committed customers through on-site visits, planning meetings, property tours, and proactive communication.
Work to increase group sales revenues through selling ancillary department products and services within the group sales presentations, RFP’s and contracts.
Successfully upsell, food and beverage and activities/products/programs to groups.
Up-sell Ranch amenities to social and corporate group customers including activity, spa and dining options to optimize guest experience and further differentiate us from other properties.
Manage assigned groups and intradepartmental bookings including Room Blocks, Room Revenue Commitment Dates, Room Block Commitments, Reservation Procedures, Deposits, Rooms Attrition and Cancellation.
Preparation of group events including timely communication of discounts to the appropriate departments, special notes to the appropriate departments, reservations in the appropriate departments and timely preparation of Resumes, Banquet event Orders (BEO’s) and all other forms related to group events.
“Own the group” and is the main point of contact to the planner(s) & client.
Ensure all assigned functions are checked prior to client’s arrival and ensure all planned details on the BEO are executed and meet DTR standards.
Work with accounting on final invoicing and preparation of final billings for group to receive no later than 7 business days after the conclusion of the event.
Ensure all group master account balances are paid in full within 30 days of group’s departure.
Prepare follow up communications to groups including “thank you’s,” group business client satisfaction surveys, etc.
Develop and distribute all communications relating to planning and execution of group events, including, but not limited to, group resumes, Banquet Event Orders (BEO’s) and room sets according to established guidelines.
Finalize the requirements of assigned group bookings while maximizing revenue potential through up selling and ensuring effective communication both written and personal contact with clients and all departments for the success of the event.
Ensure accuracy of Banquet Checks and provide bill review on completion of program or event.
Maintain positive and productive relationships with internal departments and operations, including, but not limited to, the front desk, reservations, food and beverage, catering, housekeeping, activities, stables and spa.
Maintain a high level of customer service with guests and employees.
Perform any and all other duties pertinent to the overall success of our Sales and Conference Services department.
Works with Sales Team to achieve group sales budgeted goals as outlined in the annual operating budget
Knowledge, Skills, and Abilities:
College degree and CMP preferred.
Minimum 1 year of hospitality event management or Conference Service Manager experience (preferably in a resort/full service environment).
Must have strong organizational skills (written and verbal) and computer skills.
Resort Suite or similar PMS system a plus.
Superior organizational and follow-up skills.
Outgoing, personable, friendly personality.
Extremely strong attention to detail.
Adaptability, capable of multi-tasking.
Commensurate with experience. Includes health, dental and life insurance, vacation and 401(k) program.
The statements contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences of relief, to equalize peak work periods or otherwise balance the workload.