Director of Catering and Conference Planning

POSITION PURPOSE:

The Director of Catering and Conference Services is responsible for overseeing the planning, coordination, and execution of all catering and conference events within the hotel. This role combines leadership, customer service, and event management expertise to deliver exceptional service and ensure the smooth operation of events. The Director works closely with clients, internal teams, and vendors to achieve the highest standards of event quality, profitability, and customer satisfaction.

EXAMPLES OF DUTIES

ESSENTIAL FUNCTIONS:

Average Percent of Time

50% Responsible for the development of market segments and solicitation of new customer relationships while maintaining and enhancing existing relationships with corporate and social accounts. Consistently strives to maximize revenue and promote relationships through effective negotiation of services and control of expenses.

25% Oversees the selection, training, and assessment activities of the Catering staff in the proper preparation and execution of contracts, orders, customer relations, menus, memos, charges, files, etc. Organizes and conducts staff meetings to coordinate successful functions.

15% Develops business plans, budgets, revenue goals, forecasts for food and beverage items, menus, room rentals, and creates reports against same to monitor progress.

5% Participates in meetings as appropriate, to ensure communication between departments while helping to ensure clients' needs are met.

5% Meets with largest customers and ensure other customers are communicated with pertaining to the success of Catering events.

SPECFICIC REQUIREMENTS:

In addition to the performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by management based upon the particular requirements of the company.

• Lead, train, and motivate the Catering team to deliver high-quality events.
• Supervise all aspects of event operations, ensuring flawless execution.
• Develop team members through coaching, performance evaluations, and training.
• Coordinate weekly meetings with staff to troubleshoot and review events.
• Ensure adherence to service standards and guest satisfaction metrics.
• Actively solicit and secure new business, including corporate, social, and group events.
• Optimize space utilization and manage function space allocation to maximize revenue.
• Work with Sales & Marketing and Revenue teams to develop event pricing strategies for related market segments and forecasting.
• Lead sales activities, including responding to inquiries, managing leads, and driving event conversions.
• Build and maintain relationships with key accounts, event planners, and stakeholders.
• Work with Director of Banquet Operations and Executive Chef to monitor and manage Banquet and Food & Beverage expenses and revenues.
• Ability to formulate catering sales manager goals and budget setting.
• Liaise with department heads such as Chefs, Banquet Managers, and Front Office Manager to ensure smooth execution of all Catering and Group events.
• Oversee audio-visual requirements and ensure all logistical aspects of the event are handled efficiently.
• Prepare reports on booking pace, forecasting, month-end analysis, and other relevant metrics.
• Ensure team and relevant operating departments are kept up to date with competitor activities and provide insights on the market when required.
• Ensure compliance with safety and sanitation standards.
• Ensure all event documentation is accurate and up-to-date, including contracts, proposals, and function sheets.
• Maintain an effective trace and follow-up system for client communication.
• Prepare and monitor budgets, forecasts, and pacing reports.
• Implement standards for space management to avoid conflicts in event setup and breakdown times.
• Establish and maintain strong working relationships with clients to ensure repeat business.
• Address and resolve any complaints or issues arising from events.
• Conduct pre-event and post-event meetings with clients to ensure satisfaction and opportunities for future bookings.

QUALIFICATION REQUIREMENTS

• Strong analytical skills, with experience in data-driven decision-making and KPI tracking.
• Excellent written and verbal communication skills, with experience in content creation and storytelling.
• Words Per Minute typing of 60
• Ability to manage multiple projects simultaneously in a fast-paced environment.
• Leadership and team-building abilities
• Return all phone calls on the same day and demonstrate timeliness in getting proposals to client.
• Always maintain a professional image in appearance/attire and conduct when dealing with meeting planner and hotel employees.
• Basic mathematical skills to complete reports and working knowledge of financial statements and forecasting techniques.
• Strong computer skills including Excel, PowerPoint, Word.
• Ability to work under pressure and deal with stressful situations during busy periods.
• Interpersonal skills to provide overall guest satisfaction.

OTHER:

Due to the industry that we are in, a need will occur for each associate to provide "Lateral Service". Our goal is to ensure that we are maximizing customer satisfaction and as a result there will be times when our associates in the Operations will call upon us for support in order to ensure customer satisfaction occurs. When we are fortunate enough for this to occur, each associate will positively respond unless there is a chance that an opportunity resulting in dissatisfying a guest could occur. If this is the case the leader is to be notified and the level of support that is being requested will be obtained.

ORGANIZATIONAL RELATIONSHIPS

Directly reporting to this position (titles): Director of Sales & Marketing.

EDUCATION

Bachelor's Degree or equivalent work experience required.

EXPERIENCE

• A minimum 7 year of previous experience in a hotel sales office, preferably in a 4-5 star hotel.

GROOMING

All associates must maintain a neat, clean and well-groomed appearance (specific standards available).

PHYSICAL REQUIREMENTS:

Frequency Key: Never - 0 hours; Rare - up to 1 hour; Occasional - 1-3 hours; Frequent - 3-6 Hours;

Constant - 6-8 hours

Physical Activity Frequency

Sitting Constant

Walking, climbing stairs Frequent

Crouching/Bending/Stooping Occasional

Reaching Occasional

Pushing/Pulling Occasional

Near Vision Frequent

Far Vision Occasional

Hearing Constant

Talking Constant

Lifting/Carrying (15 lbs.) Occasional

Travel Rare

BENEFITS: At Trump International Hotel and Tower Chicago, we offer a range of employment benefits for this Full-Time position, subject to any applicable eligibility, enrollment and/or benefit plan requirements. An overview of the benefits offered can be found on the Hotel's Career Center webpage here: Click Here.

E-VERIFY: Trump International Hotel and Tower Chicago participates in the federal E-Verify program, an electronic system that verifies employment authorization in the United States by comparing information from an employee's Form I-9, Employment Eligibility Verification, with government databases. The company uses E-Verify only after an employee has accepted a job offer and completed the Form I-9. The company does not use E-Verify to pre-screen job applicants or candidates who have not received a job offer from the company.

Equal Opportunity Employer

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, ethnicity, age, disability, marital status, veteran status, or any other characteristic protected by law.