Event Director

JOB SUMMARY Solicit, book, plan and coordinate meetings/functions while maximizing the banquet space to meet/exceed sales goals.
Utilize prospecting skills and strong business sense to consistently exceed catering revenue goals.
Report all Catering activities to the Director of Catering Sales or Director of Sales & Marketing.
Enliven the Westmont Standards within the Department and the hotel.
Support all Corporate and hotel initiatives as needed.
ESSENTIAL JOB FUNCTIONS This description is a summary of primary responsibilities and qualifications.
The job description is not intended to include all duties or qualifications that may be required now or in the future.
The Hotel operates 24 hours a day and 7 days a week, so operational demands require variations in shift days, starting times, and hours worked in a week.
BUSINESS RESULTS • Solicit, negotiate, and book new and repeat business through efforts (sales calls, telemarketing, mailings, networking, etc.
.
.
) while maximizing banquet space to meet/exceed revenue goals.
• Execute a territorial marketing strategy to capture the maximum amount of revenue and meet/exceed sales goals.
• Plan, upsell and detail the meeting/function with the client including space requirements, times, equipment, menus, themes/decorations, etc.
Complete the contracts, prepare the appropriate paperwork, coordinate with the appropriate areas in the hotel, and resolve any issues, complaints, and problems to ensure quality product delivery and customer satisfaction.
• Prepare status and period end reports to keep management abreast of activities.
• Maintain up-to-date knowledge of corporate/hotel procedures and products and the competition's product, strengths and weaknesses to continually improve sales strategies and the achievement of goals.
• Responds to incoming catering opportunities for the hotel.
• Proactively identifies, qualifies, and solicits new catering business to achieve personal and hotel revenue goals.
• Closes the best opportunities for the hotel based on market conditions and hotel needs.
• Understands competitors’ strengths and weaknesses and knows how to sell against them.
• Uses negotiating skills and creative selling abilities to close on business and negotiate contracts.
• Effectively develops relationships within community to strengthen and expand customer base for catering sales opportunities.
• Effectively manages and develops relationships with key internal and external stakeholders.
• Ensures a high level of customer satisfaction.
• Builds and strengthens relationships with existing and new customers to include sales calls (to include outside sales calls), prospecting/solicitation calls, entertainment, bridal shows, etc.
• Effectively use sales resources and administrative/support staff.
• Conducts site inspections.
• Creates proposals as required.
• Creates contracts as required.
• Possesses excellent telephone sales skills.
• Possesses strong overall sales skills.
• Understands contract management and legalities.
• Possesses operational knowledge and/or appreciation of operations challenges.
• Has basic knowledge of food and beverage compositions.
• Is knowledgeable of food trends, food and beverage composition, and menu planning.
Exercises creativity in designing catering sales solutions.
• Understands food and beverage forecasting and attrition.
• Understands need time strategy as developed by the Revenue Management Team (i.
e.
Director of Sales & Marketing and Director of Catering Sales).
• Follows all Free Sell guidelines as specified by the Director of Catering Sales & Director of Sales & Marketing.
• Follows all sales strategy as specified by the Director of Catering Sales & Director of Sales & Marketing.
• Understands and achieves team and individual goals.
• Possesses software knowledge (Microsoft Office, etc.
).
• Possesses systems knowledge (Delphi, Delphi Diagrams, or other similar programs).
• Participate in communication and professional organizations to maintain high visibility and promote sales.
• Perform special projects and other responsibilities as assigned.
Participate in task forces and committees as required.
• Due to the nature of the business the individual may be required to do other duties and special projects as assigned by the supervisor.
GUEST SATISFACTION • Ensures a high level of customer satisfaction and builds long terms mutually beneficial customer relationships to support future revenue growth.
• Coordinates and communicates verbally and in writing with customer (internal and external) regarding event details.
Follows up with customer post-event.
• Makes presence always known to customer during this process, regardless of which hotel they sit at.
Greets customer during the event phase and hands-off to the Convention Services department for the execution of details.
Is available to solve problems and/or suggest alternatives to previous arrangements.
• Displays leadership in guest hospitality and ensures consistent, high-level service throughout all phases of hotel events.
Ensures products and services sold to the Event Planners meet or exceed their expectations, create loyalty and leads to increased market share.
• Sets a positive example for guest relations.
• Interacts with guests to obtain feedback on product quality and service levels.
Effectively responds to and handles guest problems and complaints.
• Reviews Guest Service Results with leaders.
Participates in the development and implementation of corrective action plans.
• Emphasizes guest satisfaction during all departmental meetings and focuses on continuous improvement.
• Utilizes Delphi or other hotel system to capture and manage customer information daily.
LEADERSHIP Applies broad business knowledge and balances both a short- and long-term perspective to generate strategies while leading the organization to achieve them.
• Demonstrates commitment to Westmont Hospitality operating principles and philosophies.
• Holds self and others accountable for achieving results.
• Addresses conflict in a timely manner.
• Contributes to team results.
• Deals with change effectively.
• Makes decisions, including employees/team and commits to a course of action with available information.
MANAGING WORK EXECUTION Proactively ensures that others have the accountability, authority, and resources necessary to both manage work execution and drive for results.
• Approaches work with a sense of urgency and purpose.
• Allocates time and resources effectively when faced with competing demands.
• Overcomes obstacles to accomplish challenging objectives.
• Follows through on inquiries, requests, and complaints.
GENERATING TALENT Proactively identifies and develops talent within the organization.
• Analyzes candidate’s job-related themes, skills, and competencies to ensure each placement decision maximizes team dynamics and talent utilization.
• Discusses problems immediately with others before they are forgotten or get out of control.
• Actively pursues self-development.
• Explains own rationale and thought processes to help employees improve their skills.
ORGANIZATIONAL LEARNER Actively pursues learning and self-development to enhance personal, professional, and business growth; shares learning; demonstrates depth of knowledge in technical or specialized area.
• Acts independently to improve and increase skills and knowledge.
• Demonstrates an awareness of personal strengths and areas for professional improvement.
• Shares learning, innovations, and best practices with others.
• Is willing to learn from others.
• Performs all technical/procedural requirements of the job.
KNOWLEDGE, SKILLS & ABILITIES Experience • 2 or more years of hotel catering experience or similar industry • Proven track record of a consistent ability to provide quality service • Previous leadership experience preferred Skills and Knowledge • Strong verbal and written English communication skills • Knowledge of the Hotel, Westmont and brand policies and procedures • Knowledge of the catering, food & beverage with banquet knowledge • Skills needed to manage the people and variables encountered in the development and implementation of major functions • Computer literate in MS Word, Excel, and PowerPoint • Computer literate with Delphi preferred or other system used in hotel • Strong communication skills (verbal, listening, writing) • Strong problem-solving skills • Strong customer and associate relations skills • Strong presentation and platform skills • Strong organizational skills • Strong “closing skills” • Strong ‘persuasion” skills • Ability to use standard software applications and hotel system • Effective decision-making skills • Effective influence skills PHYSICAL DEMANDS Frequent walking, standing, sitting, hearing, talking, smiling.
Lifting, pushing, and pulling of objects weighing up to ten (10) pounds.