Catering Sales - Assistant Director

JOB SUMMARY
Responsible for the management of all aspects of the Catering department in accordance with hotel standards. Coordinates details and menus for clients' functions and maintains budgeted revenues through solicitation of business while controlling expenditures. Directs, implements and maintains a management philosophy which serves as a guide to Catering Service staff.
1) Direct Sales (60%)
Build relationship with accounts based on “win-win” negotiation, problem solving and mutual trust and to maximize potential business.
Grow existing accounts.
Develop new accounts for assigned regions. (minimum of 24 a year)
Meets solicitation and maintenance call requirements, makes outside sales calls and handles incoming inquiries.
Clearly communicate customer and sales commitments to operational departments on a timely accurate and well documented basis.
Exceed the Catering revenue goal as set by Director of Catering.
Handles all incoming enquiries within the assigned area of responsibility and responds to customers’ needs effectively and in a timely manner.
Ensures that all correspondences are replied within 24 hours.
Conducts site inspection effectively.
Achieves a shop call score of more than 85%.
Maintains a clean database in Catering system.
Plans and prepare appointments and reports.
Work closely with Revenue Management Team to achieve Top 2 in Yield Position.
To identify specific market for focused solicitation within assigned corporate segment.
To design and execute action plans within the corporate segment aimed at maximizing catering revenue from constituent groups.
To meet or exceed individual weekly solicitation goals of pro-active telephone sales calls, off-property client appointments, and client entertaining and/ or site visits.
To meet or exceed individual monthly revenue goals for the corporate segment toward the local Catering business share of the annual Catering Budget.
To assist with regular department Booking Pace Reports by completing individual/ corporate ballroom segment Definite Booking Report, Special Project Assignment Reports, Loss Business Reports and Quarterly Definite Booking Pace Report.
To nurture all assigned client accounts with a timely post event follow up and on-going contact in an effort to secure valuable repeat business.
Ensure that all incoming calls are answered within 3 rings with proper greetings and telephone etiquette.
Ensure that all messages are returned within 4 hours.
Suggestively sell menus, which meet the client's needs and maximize revenues.
To maintain the Files and Trace System.
Sunday and Public Holiday duty base roster.
2) Servicing of Catering Events / Sales (30%)
Meet the guest to work out details of the function, escort guests through property and highlighting the features of facilities as well as available service.
To ensure Standard Operating Procedures (SOP) of the Catering Department and the Ritz-Carlton, Millenia are being adhered to.
To complete all other assigned tasks and responsibilities on deadline and in thorough fashion.
Ensure all Catering staff is familiar with Banquet service stands to better sell.
Liaise with the Executive Chef to plan special requests for clients and special event menus. Arrange introductions between the client and Chef.
Where appropriate, coordinate arrangements for a Chef's table to persuade profitable potential clients.
Monitor and handle guest complaints by following the instant pacification procedures and ensuring guest satisfaction.
Contact clients after scheduled functions to ensure guest satisfaction and to solicit rebooking.
Review estimated guarantees and ensures that firm guarantees are obtained three (3) business days prior to scheduled function. Ensure that the overset figure complies with established standards.
Check the set ups for all events on or off property prior to guest arrival, ensuring ensure all details are in agreement with client's requirements and hotel standards. Ensure respective personnel correct deficiencies.
Meet with the Chef prior to function time to verify arrangements and to observe the quality of the food presentation. Assist in plate up of meals as requested. Ensure that standards are met.
Welcome group contacts upon arrival at function and ensure guest satisfaction.
Check that functions are properly staffed to provide the required standard of service. Ensure that staffs are well groomed; resolve any deficiencies with the Banquet Manager and/or Supervisor on duty.
Assist in supervising the service of functions, ensuring guest satisfaction.
Anticipate guests' needs, respond promptly and acknowledge all guests, however busy and whatever time of day. Promote positive guest relations at all times.
Be familiar with all hotel services/features and local attractions/activities to respond accurately to any guest inquiry.
To schedule event planning steps with clients on a timely basis in order to meet client expectation and hotel information – sharing deadlines.
To schedule food tasting for upcoming events in a timely manner and work closely with Culinary department to delight guests.
Ensure that all definite functions are detailed accurately on a Banquet Event Order, signed by the clients and distributed to designated departments on a timely manner.
To serve as liaison between the clients and Banquet Staff insuring that all planning arrangements are executed appropriately.
Review the Banquet Check for previous day function, ensure accuracy and prevent discrepancy.
Liaise daily with Catering staff to review status of business, schedules, priority assignments, bookings and all information pertinent to the department operation.
Ensure that Catering staff is familiar with Banquet service standards to better sell the facilities.
Review Catering staff's request to block space to ensure that appropriate space is blocked to accommodate the group's requirements and to maximize labor costs. Resolve any discrepancies.
Monitor the preparation and distribution of the 14 Day Event Sheet. Resolve any incomplete information or problems with respective Catering staff prior to the distribution of the sheet. Identify groups which do not have scheduled functions and communicate such to outlets in order to help them anticipate expected business levels.
Prepare and distribute the weekly Catering forecast identifying covers and sales by meal period.
Conduct weekly B.E.O. review meetings three times a week; resolve any discrepancies.
Attend designated meetings, menu and wine tasting.
Secondary Job Functions: (10%)
Energizes all Ritz-Carlton Gold Standards and ensures department implementation.
Ensures that reports are submitted in a timely manner
Submits call plan every Monday for the week
Submits Sales activity report by every Monday morning (for previous week)
Coordinates special projects as and when assigned
Network with local peers, establishing positive public relations.
Attend meetings/projects/functions assigned by Director of Catering
Together with Catering Team to provide office coverage when necessary or when assigned.
Assist Catering employees as assigned
To provide lateral service as and when required within the department and /or other departments.
Conduct a formal training program on the required job functions with criterion expected and department orientation with new hires. Conduct ongoing training with existing staff.
Provide feedback to Catering staff on their performance. Handle disciplinary problems and counsel employees according to hotel standards.
Tt Marriott International, we are dedicated to being an equal opportunity employer, welcoming all and providing access to opportunity. We actively foster an environment where the unique backgrounds of our associates are valued and celebrated. Our greatest strength lies in the rich blend of culture, talent, and experiences of our associates. We are committed to non-discrimination on any protected basis, including disability, veteran status, or other basis protected by applicable law.

Skills
Negotiation