Catering & Conference Services Manager

The Catering and Conference Services Manager (CSM) is responsible for managing group business from contract signing through post-event follow-up. This role requires strong independent judgment to interpret client needs, develop tailored event plans, and ensure seamless communication across departments for flawless on-property execution.

The CSM oversees event detailing, guestroom coordination, contract administration, and internal workflow within Delphi and HMS. This role also includes essential support and administrative functions such as managing document preparation, organizing event materials, maintaining accurate system updates, and assisting with day-to-day departmental needs to ensure operational readiness.

Additionally, the CSM contributes to sales initiatives by preparing proposals, identifying upsell opportunities, and supporting strategic efforts for select non-profit groups when appropriate.

Responsibilities

Key Responsibilities

• Evaluate incoming leads and assign them based on business needs and segment strategy.
• Respond to sales inquiries and align client needs with property capabilities.
• Create tailored sales presentations, proposals, and group packages.
• Maintain accurate CRM and documentation in alignment with revenue and business objectives.
• Track deposits, attrition, and cutoff dates; identify risks and advise Sales leadership on recommended actions.
• Lead weekly reviews of outstanding deposits and required follow-up.
• Assist with revenue updates, historical performance review, and accurate coding.
• Update rate sheets, calendars, and promotional materials as needed.
• Support non-profit group development by assessing opportunities and contributing to program recommendations.
• Serve as the primary contact for assigned groups, providing guidance and fostering strong client relationships.
• Conduct customized site tours that reflect client priorities and group objectives.
• Lead pre-conference meetings to finalize details, anticipate risks, and coordinate expectations.
• Review all contracts, BEOs, addendums, and signatures for accuracy and compliance.
• Maintain timely and professional communication throughout the planning cycle.
• Complete post-event follow-up to gather feedback and encourage repeat business.
• Oversee all group detailing in Delphi, ensuring accuracy across BEOs, diagrams, resumes, and event summaries.
• Communicate changes to internal teams using sound judgment to determine urgency.
• Oversee onsite execution for assigned groups, ensuring operational readiness and addressing last-minute changes.
• Partner with Banquets, AV, Engineering, and Front Desk to ensure setup accuracy and service standards.
• Verify room setups at least 60 minutes prior to arrival and coordinate adjustments.
• Support timing and service flow for F&B functions.
• Serve as the onsite escalation point for client concerns and operational problem resolution.
• Maintain basic in-house AV knowledge and assist with simple setups as needed.
• Manage third-party vendor needs, negotiate when required, and ensure proper delivery and execution.
• Review banquet checks and event charges to ensure accuracy before final billing.
• Prepare routing packs and final bills and ensure all deposits and outstanding balances are collected.
• Finalize pickup and confirm alignment between HMS and Delphi at the end of each group.
• Attend weekly BEO, Operations, and Sales meetings.
• Work closely with internal teams to maintain alignment, resolve issues, and improve processes.
• Use independent judgment to prioritize workload and make recommendations that enhance departmental efficiency and the client experience.
  
  

Qualifications

• 1–2 years of experience in hospitality, events, catering, or related fields.
• Experience with Delphi and HMS preferred
• Proficiency in Microsoft Office Suite.
• Strong organizational skills and ability to manage multiple priorities.
• Excellent communication and client service skills.
• Demonstrated ability to use independent judgment and solve problems effectively.
• Professional demeanor and well-groomed appearance.
  
  

Benefits & Perks

We take care of our team so they can take care of our guests. Full-time team members enjoy:

• Five complimentary hotel nights per year at CoralTree Hospitality properties.
• Uncapped Sales Incentive Program with significant earning potential.
• Medical, dental, and vision coverage for team members and their families.
• Ability to purchase critical illness, accident, and supplemental life insurance.
• Legal advisory services, pet insurance, and additional voluntary benefits.
• 401(k) with immediate vesting and a generous employer match.
• Travel and hotel industry discounts, professional development opportunities, and a culture that celebrates individuality, growth, and success.