Catering Manager

Position Overview

Responsible for leading, supporting and directing all Banquet Department operations. This includes providing support and guidance, to fellow banquet personnel, to guarantee a successful and effective operation. This will be done to help maintain an efficient, profitable and professional Banquet Department, providing high levels of guest and associate satisfaction. Provide quality service and hospitality in a clean, organized and well-maintained department and to verify details of the Banquet Event Orders (BEO) get carried out by set up and service staff. Uphold our company standards and mission and to assist the Assistant General Manager (AGM). 

Essential Functions

• Review BEO’s to determine food and beverage requirements, appropriate staffing levels, room set up, room/station assignments, buffet décor and enhancements.
• Communicate any BEO changes to Captains, kitchen staff and other departments.
• Responsible for the appropriate and timely set up of all functions, room, table and equipment.
• Responsible for the appropriate and timely delivery of food, beverage and service.
• Other key Banquet Department supervisory duties; hands-on support, coaching, labor control and training.
• Attend and actively participate in BEO, Food & Beverage and management meetings, as requested.

Leadership Functions:

Create and maintain a positive work environment through team building and serve as a role model for staff in terms of: 

• Professionalism    
• Attitude     
• Respect       
• Communication
• Appearance     
• Conduct     
• Cooperation     
• Trust

Uphold and abide by the policies in the Associate Handbook, for your position. Follow these policies, rules and regulations for the safe and effective overall operation. Teach and enforce all existing and new policies and procedures. Must have commitment to company values.  

Maintain a hands-on, positive and inspirational coaching approach while working with and supporting your supervisors and associates. Be a good role model and actively seek coaching opportunities to help maintain a positive work environment. Help maintain this environment through team building and be proactive to assure your property has a “harassment free” work environment. Report all harassing behavior immediately.

Maintain a positive approach to working with associates to include coaching and counseling. Offer praise for those times when someone is doing the right thing and immediately correct when improvement is necessary.  

Maintain a 50-hour average annual workweek. Work schedule prescribed by the AGM. Close the banquet facility at least twice a week, or as directed by AGM.

Professionally represent the hotel and property when interacting with guests from the community and industry organizations.

Directly supervise the duties of an Assistant Catering Floor Manager and possibly two supervisors (Captains).  Supervise all set up staff, servers and bartenders for Conference Center and Banquet Rooms.

Responsible for the proper set up, service and product delivery as BEO guidelines reflect, for all Banquet Rooms and/or Conference Center.

As a leader of the department, your presence on the floor is essential to our overall success.  Your participation is expected during all important functions and events. Work hands-on supporting your staff by assisting with set up, serving, bartending, food line production and tear down. Support your staff and lead by example!

Management Responsibilities

Interview all perspective banquet personnel when appropriate. Maintain the proper two interview technique, procedures and check references. Refer qualifying applicants the AGM for a second interview.

Confirm all new hire paperwork is completed accurately and submitted before the start of the new pay period. Assure there is a proper orientation process in place, including a property tour.

Keep department training materials current and accurate. Staff development may process through the use of manuals, our on-line training system, training guides, tests and tools. Follow prescribed process and checklists. Supervise, conduct and coordinate all dining room training programs supported by a strong “train the trainer” program.  

Carry out employee written evaluations after the first 90 days, followed by annually. 

Learn to do on the spot and private coaching sessions with employees. This will help staff improve performance with proper documentation.

Be able to counsel or conduct proper discipline procedures with employees per documentation guidelines and AGM approval. Terminate employees if necessary, with the AGM approval. Abide by the proper documentation guidelines and utilize forms. Complete a separation notice as applicable. 

Provide daily support and guidance to fellow banquet personnel, as well as monitor job performance, to ensure a successful meeting/banquet experience for our guests.

Recommended raises must be presented to the AGM for approval.

Employ proper staffing levels, per AGM.

Monitor appearance of employees to assure they meet department, property uniform and appearance guidelines.  Ensure staff conduct themselves in a professional manner. Notify the AGM of any staff problems and offer solutions.

Build schedules per budgeted sales and labor dollar guidelines. Make certain schedules are posted by the required deadline, after submitting to AGM for approval.

Work on meeting labor goals daily, weekly and monthly according to proper schedules and staff levels.

Responsible for maintaining safety within the department.  This is done by conducting periodic safety inspections, of areas of responsibility, and correcting any hazards noted by analysis of accident investigations.  Implement corrective procedures, while maintaining safety awareness within the department, by devoting time for safety talks at all department meetings.  Enforce safety rules and procedures within respective department.

Prepare for, attend and actively participate in weekly F & B management meetings.

Attend and participate in all weekly BEO meetings. Attend and participate in other all banquet and catering meetings as necessary.

Plan for and actively participate in the weekly hotel department staff meeting. 

Participate in management development and goal setting meetings with AGM.  Present written goals for your department, your supervisors and staff. Assign projects, discuss goals and follow-up regularly.

Conduct informational, educational and inspiring pre-event banquet planning meetings.  This is to be done per shift, as applicable, with banquet staff.

Communicate shift and daily operations information/feedback to AGM and management team through the use of a management daily log.

Follow state and federal labor and employment laws. Do not hire anyone under the age of sixteen to work on our property. (see Regional Manager for any state specific exemption)

Know and maintain proper Health Department standards and codes. Keep a current Serve Safe certification.

In the event of employee injury, verify a First Report of Injury form is completed, within 24 hours of the incident. Notify the AGM and complete all Worker’s Compensation forms. Follow proper reporting procedures.

Maintain banquet labor costs, at or under budget, by using forecasted sales and costed schedules with budget dollars and hours.

At the end of each shift, do a proper shift checkout process and reconcile sales to receipts and assigned tills.  Rebuild tills to par levels. Bundle and record sales, to be held in safe, for office personal to process the next morning.  Validate this process is being followed by all who close the restaurant nightly.

Banquet Functions 

Responsible for the maintenance of all policies, procedures and quality standards within the department, utilizing a continuous improvement approach to ensure a high quality, cost effective and customer focused operation. Reassure proper steps of service are being followed by bartenders and servers.

Maintain solid and open communication with all food and beverage operating departments.

Responsible for a quality presentation of the facility with proper cleanliness, organization and readiness for guest access. 

Responsible for proper staffing/scheduling for guest service and to maintain proper banquet labor cost.

Confirm all rooms are set, tables and food lines arranged, proper AV and equipment in place and in working order, proper lighting, temperature and music levels set per BEO guidelines, guest expectations and company standard.

Be the guest liaison for functions and maintain constant communication with the Catering Director, as it applies to the guest client at hand. Maintain good working relations with our guests and ensure adherence to function space policies, all codes and regulations.

Maintain the proper guest invoice process. Assure guest function invoices are rung in to our POS system or are processed according to house policy. Guests are to receive an invoice for all functions. Collect payment, or process a charge billing, per house standards. 

Help manage our liquor, beer and wine costs.  This is done by requisitioning all liquor for banquet bars, checking it back in and reconciling usage to sales. 

Manage the inventory, par levels and help control breakage/loss reduction of dishware, glassware, silverware and banquet supplies, as it relates to function and banquet services.

Order all banquet supplies as approved by the AGM.

Maintain all equipment in good clean working condition through daily checklists.

Maintain the building in good repair and working condition through daily checklists.

Maintain the banquet rooms and storage areas cleanliness standards by following our area cleaning lists.

Inspect and oversee the cleanliness and maintenance of all function space, public areas, and service areas on all banquet levels Coordinate with Housekeeping and Engineering to ensure the highest level of product delivery.

Qualification Standards:

The individual must possess the job knowledge, skills and abilities, as well as be able to explain and demonstrate that he or she can perform the essential functions of the job. This being with or without reasonable accommodation, using a combination of knowledge, skills and abilities.

Education: High School Diploma or GED required

College degree in hospitality management preferred

Experience: 2-5 years of full-service banquet experience as server and set up person. Some bartending experience helpful. At least 2 years of experience supervising staff as a Captain.

Licenses or Certificates: State requirements

Specific job knowledge, skills and abilities:

• Communicate effectively with staff and guests, verbally and in writing.  This being done with a strong understanding of the English language. 
• Possess strong interpersonal hospitality related experience.
• Operate computer for daily work and possess basic computer knowledge in spreadsheets and word processing.
• Possess working knowledge of POS systems
• Have working knowledge of types of room set-ups, capacities, relation to type of event, etc.
• Possess working knowledge of banquet guest table and buffet service.
• Have working knowledge of liquor, beer and wine.
• Possess organizational, planning and goal setting skills.
• Act independently with minimal or no supervision.
• Possess and demonstrate supervisory skills.
• Thorough knowledge of federal, state and local laws governing equal employment opportunity and civil rights, occupational safety and health, wage and hour issues, labor relations, and corporate and property-specific policies.

Physical Demands:

• Walk and stand during long lengths of time.  
• Exert well-paced ability to reach other areas of the banquet facility and departments of the hotel in a timely basis.
• Lift up to 50 lbs. on a regular and continuing basis.
• Have the ability to bend, squat and frequently lift 25 lbs. and occasionally lift up to 50 lbs.  
• May be required to lift trays of food or food items weighing up to 30 lbs. 
• Push and pull carts and equipment weighing up to 250 lbs. occasionally. 
• Climb steps in hotels that do not provide elevators.  
• Travel by car occasionally. 

Appearance Guidelines: 

Business casual attire is required. See manager dress and appearance guidelines. Also, one must maintain a neat, clean and well-groomed appearance.