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Catering & Conference Services Manager

4 months ago

Ocala, United States World Equestrian Center Ocala Full time
The World Equestrian Center, located in Ocala Florida is seeking a Catering & Conference Services Manager
to join our team. The Catering & Conference Services Manager oversees Event functions and directs staff to effectively execute events as specified on the banquet event order. Supports the entire F&B operation of the complex.

Primary Responsibilities:

Food & Beverage requirements, effective meeting space usage, audio-visual requirements, guestroom types and rooming lists, function room set up, group transportation, check in and check out needs, billing, internet requirements, box storage and delivery, power requirements, expected food and beverage outlet usage, leisure activities, dcor (to include floral) requirements.
  • Prepares and reviews resumes for groups. Ensures all departments receive necessary information pertaining to the conference.
  • Partners with the culinary team to create customized menus to fit client's needs as well as increase food and beverage revenues.
  • Verifies contracted banquet meeting rooms in order to guarantee proper space has been assigned and that meeting rooms can accommodate requested set-ups.
  • Verifies that all conventions adhere to company policies, fire department regulations, state liquor laws and other applicable government regulations.
  • Oversees contracted group room blocks to include cutoff, attrition, etc.
  • Conducts pre-planning meetings to include necessary departments when
  • requested by client.
  • Entertains clients in a professional manner to establish closer working relationships.
  • Initiates the method of payment process and assists the credit manager in all accounting procedures.
  • Creates Banquet Event Orders (BEO's) to review with the meeting planner.
  • Receives signed event orders and provides these to the Credit Manager.
  • Distributes BEO's which includes all food and beverage and meeting requirements to be reviewed with the Banquets, Banquet Setup and Culinary Departments in daily BEO meeting.
  • Attends required meetings: BEO Meeting, Operations/Resume Meeting, and Department Staff Meetings.
  • Recommends appropriate "in-house" and/or preferred vendors for group related services to drive hotel revenue.
  • Conducts pre-conference meetings with meeting planner and all appropriate department heads.
  • During the conference, will ensure the meeting arrangements are to the meeting planner's specifications. Ensures all on-site changes are managed efficiently.
  • Available to meeting planner during conference through phone, email, and in person to trouble shoot any questions that arise.
  • Arranges for post-conference meetings with the meeting planner and the
  • Executive Committee when requested.
  • Responsible for accurately forecasting all food and beverage events, on a monthly and yearly basis.
  • Assist in forecasting guestroom revenue along with the Group Housing Coordinator.
  • Displays leadership in guest hospitality, exemplifies excellent customer service and creates a positive atmosphere for guest relations.
  • Provides the necessary motivation and leadership for all department personnel.
  • Attend and actively participate in all pertinent meetings to include BEO,
  • Resume, Cutoff, Daily Stand-Up, Daily Business Review, etc.
  • Supports and acts on behalf of the Director of Convention Services in his/her absence.
This job description in no way states or implies that these are the only duties to be performed by the associate occupying this position. Associates will be required to perform any other job-related duties assigned by their supervisor. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.

Physical Requirements:
  • Associate may have to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl.
  • Ability to lift up to 25 pounds.
Qualifications, Education, Experience, Skills, and Abilities:
  • A minimum of 3-5 years previous experience as a Conference/Convention Services Manager in a high-volume upscale hotel required.
  • Must be able to work flexible hours to include weekend and holidays in order to meet the demands of a 24-hour operation.
  • Excellent communication skills in all aspects: verbal, written and non-verbal
  • Bachelor's Degree preferred
  • Appropriate, professional appearance and presentation
  • Strong computer knowledge, with technical ability and/or aptitude to fully use Microsoft Word, Delphi, Excel, Outlook, and other management systems.
  • Must be conversant with culinary techniques and food creativity.
  • Knowledgeable in banquet set-ups and creativity in room decorations.
  • Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.
  • Ability to work cohesively with co-workers both within and outside of the department.
  • Ability to think clearly, quickly and make concise decisions.
  • Ability to work well under pressure, dealing with many guest requests/questions within a short period of time.
  • Strong organizational skills with the ability to prioritize and multi-task in a fast-paced environment.
  • Stand, walk or sit for an extended periods or for an entire work shift

The World Equestrian Center is managed by Columbus Hospitality Management, a company committed to providing quality service and memorable guest experiences in a positive and welcoming work environment. We are focused on supporting the needs of our team through our commitment to the family/work life balance and by providing development opportunities.

We are proud to be a Drug Free Workplace/EOE. All applicants will be required to submit to a background check prior to employment.