Portola Hotel & Spa at Monterey Bay
Catering and Events Manager
Portola Hotel & Spa at Monterey Bay, Monterey, California, United States, 93941
Responsible for planning and coordinating events by working closely with clients to ensure the overall success of their event. Promote exceptional guest experiences and foster a collaborative, high-performing team environment.
THE ESSENTIAL JOB FUNCTIONS OF THIS JOB ARE:Catering, Conference Services & Upsell STRATEGIC PLANNING & PERFORMANCE REVIEW Responsible for planning, coordinating, and executing events to ensure the overall success of the Catering and Banquet Departments. Serve as the primary liaison between clients and hotel departments, managing all event details from initial planning through completion. Ensure seamless communication, accurate execution, and exceptional service delivery that maximizes guest satisfaction, supports departmental profitability, and upholds hotel standards.
EVENT PLANNING & CLIENT RELATIONS Manage events from contract turnover through final billing, ensuring seamless coordination and guest satisfaction. Every event is unique, requiring a customized approach.
Engage and communicate with clients to confirm event goals, preferences, and expectations.
Collect key event details, including type of program, number of attendees, budgets, agendas, and preferred layouts.
Conduct detailed site visits and planning meetings, tailored to client needs.
Collaborate with Culinary to develop customized menus and coordinate tastings as required.
Partner with Event Technologies to align AV requirements with program agendas.
Possess in-depth knowledge of event spaces, banquet setups, menus, and creative enhancements.
Create and distribute accurate Banquet Event Orders (BEOs), event diagrams, and Group Resumes to ensure alignment across all departments.
Maintain awareness of competitor hotels and highlight what differentiates the hotel.
Provide hands-on support during event execution, including pre-function walkthroughs and onsite client check-ins.
Ensure post-event follow-up, including billing accuracy, client feedback, and future booking opportunities.
ACCOUNT MANAGEMENT Maintain active management of assigned event accounts, including weddings, social gatherings, meetings, conferences, and conventions. Serve as the primary liaison between clients and internal departments. Proactively upsell enhancements such as rehearsal dinners, receptions, and farewell brunches to maximize event revenue. Maintain strong relationships with repeat clients and future business via consistent and effective communication. Participate in pre-conference meetings, group resume reviews, internal meetings, and post-conference evaluations to ensure all details are executed flawlessly.
BANQUET OPERATIONS Work closely with Banquet operations to ensure flawless execution of contracted events. Communicate BEOs and event diagrams clearly to operations teams and provide onsite support when needed. Assist with setup inspections, service oversight, and quality control to ensure all standards of service, presentation, and timing are met. Stay current with industry trends in menu design, guest preferences, and creative setups to enhance the client experience.
COMMUNICATIONS Ensure timely, accurate, and professional communication across all departments and with clients. Facilitate effective meetings with established agendas, time management, and clear objectives. Draft professional correspondence, reports, and instructions in accordance with company standards. Act as a liaison across departments to ensure special needs, last-minute changes, and VIP requests are communicated effectively.
FINANCIAL RESPONSIBILITY Support the financial success of the Catering & Events department by adhering to accurate forecasting, scheduling, and revenue management practices. Ensure timely collection of deposits and accurate billing for all charges. Monitor attrition clauses, commission structures, and credit policies to protect profitability. Contribute to departmental profitability by managing event budgets, monitoring costs, and maximizing upsell opportunities.
OFFICE ADMINISTRATION Administrative responsibilities are a vital component of this role. Duties for each group booking include introductory letters, BEOs, resumes, site alerts, and event signage as applicable. Maintain up-to-date records for each account in Delphi, ensuring accuracy of the Digital Reader Board. Assist in maintaining the effectiveness of file and trace systems. Develop working knowledge of all departmental office systems, workflows, and their impact on hotel-wide communication. Ensure timely and accurate production of BEOs, thank-you letters, and solicitation letters. Learn and utilize relevant software tools including Delphi.fdc, Visrez 3D Diagrams, Opera Cloud, and others as implemented. Manage group assignments, scheduling, space releases, commission worksheets, check requests, and time-off requests for review and approval by the Director of Sales & Catering (DOSC).
SAFETY AND SECURITY Be active in the management role of safety and security. Must be versed in all emergency, COVID-19 related, HAZCOM, OSHA and injury/accident reporting procedures. Implement steps to ensure the safety of the staff, guests and the owner’s investments, by being proficient at CPR, alcohol awareness, first aid and emergency procedures. Assist in obtaining successful results in internal control audits and insurance/fire inspections. Assist in monitoring the hotel controls according to Security, Human Resource and Accounting SOPs.
REQUIRED KNOWLEDGE, SKILLS, & ABILITIES
Leadership:
Must possess ability to motivate the Banquet teams, in addition to handling general complaints, last-minute schedule changes, kitchen challenges and inventory issues. Demonstrates loyalty and commitment to Portola Hotel & Spa’s Purpose, Philosophy, Values, and Commitments. Must have strong interpersonal and diplomacy skills with the ability to maintain a calm and professional demeanor under pressure.
Organization:
Must be able to stay focused during busy times and delegate tasks to employees to keep business running smoothly.
Office Administration:
Must possess general office administration skills, including but not limited to Microsoft Office computer applications. Prefer experience with Delphi or Delphi.fdc sales and catering system.
PREVIOUS EXPERIENCED REQUIRED A minimum of two or more years of progressive hands-on Catering sales experience from high volume catering and conference services operation with knowledge of food and wine pairings preferred.
POSITION TYPE:
Full Time
DEPARTMENT:
Catering
REPORTS TO:
Director of Sales & Catering
EDUCATIONAL / CERTIFICATION / LICENSE REQUIREMENTS:
A 2-year associate's degree or 4-year bachelor's degree in a related field of study enhances prospects for employment and advancement. The Certified Professional in Catering and Events (CPCE) is helpful, but not required. Serve Safe and TiPS certification are desired to ensure that food and beverage service are handled safely and responsibly.
ADDITIONAL REQUIREMENTS Qualifications include a positive attitude aligned with Portola Hotel & Spa’s management style, culture, and philosophy. Demonstrate a hands-on approach to training, developing, and working alongside employees, with a commitment to individual growth. Maintain an open-door policy to encourage positive employee relations and guest satisfaction.
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THE ESSENTIAL JOB FUNCTIONS OF THIS JOB ARE:Catering, Conference Services & Upsell STRATEGIC PLANNING & PERFORMANCE REVIEW Responsible for planning, coordinating, and executing events to ensure the overall success of the Catering and Banquet Departments. Serve as the primary liaison between clients and hotel departments, managing all event details from initial planning through completion. Ensure seamless communication, accurate execution, and exceptional service delivery that maximizes guest satisfaction, supports departmental profitability, and upholds hotel standards.
EVENT PLANNING & CLIENT RELATIONS Manage events from contract turnover through final billing, ensuring seamless coordination and guest satisfaction. Every event is unique, requiring a customized approach.
Engage and communicate with clients to confirm event goals, preferences, and expectations.
Collect key event details, including type of program, number of attendees, budgets, agendas, and preferred layouts.
Conduct detailed site visits and planning meetings, tailored to client needs.
Collaborate with Culinary to develop customized menus and coordinate tastings as required.
Partner with Event Technologies to align AV requirements with program agendas.
Possess in-depth knowledge of event spaces, banquet setups, menus, and creative enhancements.
Create and distribute accurate Banquet Event Orders (BEOs), event diagrams, and Group Resumes to ensure alignment across all departments.
Maintain awareness of competitor hotels and highlight what differentiates the hotel.
Provide hands-on support during event execution, including pre-function walkthroughs and onsite client check-ins.
Ensure post-event follow-up, including billing accuracy, client feedback, and future booking opportunities.
ACCOUNT MANAGEMENT Maintain active management of assigned event accounts, including weddings, social gatherings, meetings, conferences, and conventions. Serve as the primary liaison between clients and internal departments. Proactively upsell enhancements such as rehearsal dinners, receptions, and farewell brunches to maximize event revenue. Maintain strong relationships with repeat clients and future business via consistent and effective communication. Participate in pre-conference meetings, group resume reviews, internal meetings, and post-conference evaluations to ensure all details are executed flawlessly.
BANQUET OPERATIONS Work closely with Banquet operations to ensure flawless execution of contracted events. Communicate BEOs and event diagrams clearly to operations teams and provide onsite support when needed. Assist with setup inspections, service oversight, and quality control to ensure all standards of service, presentation, and timing are met. Stay current with industry trends in menu design, guest preferences, and creative setups to enhance the client experience.
COMMUNICATIONS Ensure timely, accurate, and professional communication across all departments and with clients. Facilitate effective meetings with established agendas, time management, and clear objectives. Draft professional correspondence, reports, and instructions in accordance with company standards. Act as a liaison across departments to ensure special needs, last-minute changes, and VIP requests are communicated effectively.
FINANCIAL RESPONSIBILITY Support the financial success of the Catering & Events department by adhering to accurate forecasting, scheduling, and revenue management practices. Ensure timely collection of deposits and accurate billing for all charges. Monitor attrition clauses, commission structures, and credit policies to protect profitability. Contribute to departmental profitability by managing event budgets, monitoring costs, and maximizing upsell opportunities.
OFFICE ADMINISTRATION Administrative responsibilities are a vital component of this role. Duties for each group booking include introductory letters, BEOs, resumes, site alerts, and event signage as applicable. Maintain up-to-date records for each account in Delphi, ensuring accuracy of the Digital Reader Board. Assist in maintaining the effectiveness of file and trace systems. Develop working knowledge of all departmental office systems, workflows, and their impact on hotel-wide communication. Ensure timely and accurate production of BEOs, thank-you letters, and solicitation letters. Learn and utilize relevant software tools including Delphi.fdc, Visrez 3D Diagrams, Opera Cloud, and others as implemented. Manage group assignments, scheduling, space releases, commission worksheets, check requests, and time-off requests for review and approval by the Director of Sales & Catering (DOSC).
SAFETY AND SECURITY Be active in the management role of safety and security. Must be versed in all emergency, COVID-19 related, HAZCOM, OSHA and injury/accident reporting procedures. Implement steps to ensure the safety of the staff, guests and the owner’s investments, by being proficient at CPR, alcohol awareness, first aid and emergency procedures. Assist in obtaining successful results in internal control audits and insurance/fire inspections. Assist in monitoring the hotel controls according to Security, Human Resource and Accounting SOPs.
REQUIRED KNOWLEDGE, SKILLS, & ABILITIES
Leadership:
Must possess ability to motivate the Banquet teams, in addition to handling general complaints, last-minute schedule changes, kitchen challenges and inventory issues. Demonstrates loyalty and commitment to Portola Hotel & Spa’s Purpose, Philosophy, Values, and Commitments. Must have strong interpersonal and diplomacy skills with the ability to maintain a calm and professional demeanor under pressure.
Organization:
Must be able to stay focused during busy times and delegate tasks to employees to keep business running smoothly.
Office Administration:
Must possess general office administration skills, including but not limited to Microsoft Office computer applications. Prefer experience with Delphi or Delphi.fdc sales and catering system.
PREVIOUS EXPERIENCED REQUIRED A minimum of two or more years of progressive hands-on Catering sales experience from high volume catering and conference services operation with knowledge of food and wine pairings preferred.
POSITION TYPE:
Full Time
DEPARTMENT:
Catering
REPORTS TO:
Director of Sales & Catering
EDUCATIONAL / CERTIFICATION / LICENSE REQUIREMENTS:
A 2-year associate's degree or 4-year bachelor's degree in a related field of study enhances prospects for employment and advancement. The Certified Professional in Catering and Events (CPCE) is helpful, but not required. Serve Safe and TiPS certification are desired to ensure that food and beverage service are handled safely and responsibly.
ADDITIONAL REQUIREMENTS Qualifications include a positive attitude aligned with Portola Hotel & Spa’s management style, culture, and philosophy. Demonstrate a hands-on approach to training, developing, and working alongside employees, with a commitment to individual growth. Maintain an open-door policy to encourage positive employee relations and guest satisfaction.
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