Sales and Catering Manager in Hendersonville, North Carolina at Charlestowne Hotels

JOB SUMMARY

The Sales and Catering Manager will build strong client relationships to drive group room and event revenue by generating leads, conducting site tours, and negotiating/contracting business. This position will build strong client relationships, create BEOs, manage room blocks and times, and coordinate with F&B, Banquets, and operations to ensure seamless execution and guest satisfaction.

KEY RESPONSIBILITIES

Sales and Client Relations

• Partner with the Director of Sales (DOS) to achieve monthly sales and catering goals; maximize revenue with effective upselling.
• Demonstrate professional, courteous, and ethical communication to build and sustain strong relationships and rapport with prospective and existing clients.
• Conduct site visits, tours and plan meetings for upcoming groups and potential clients as needed.
• Communicate with clients to initiate, negotiate, and finalize contracts for room blocks and catered events, including terms for F&B pricing, meeting room rental, function space, guestrooms, and property services.
• Confirm event specifications and preferences with the client through emails, phone calls, and in-person meetings.
• Prepare and manage sales documents: contracts, Banquet Event Orders (BEOs), room diagrams, invoices, and folios.
• Review sales documents and present group details in weekly BEO meetings to the affected departments.
• Coordinate deposits/payments, manage rooming lists, and oversee room inventory.
• Maintain accurate files and post-event notes.

Event Execution and Banquet Operations

• Collaborate with the banquet captain on set up, breakdown, clean up, and that equipment is returned to the proper areas or suppliers.
• Serve as the on-site contact for groups and events.
• Oversee banquet service to ensure delivery aligns with contracts and BEOs; adapt to last-minute requests according to the property's policy.
• Delegate tasks to banquet staff; maintain close communication with Food & Beverage.
• Communicate client feedback, issues, and needs to the DOS.
• Manage inventory and order/rent banquet supplies as needed, such as furniture, linens, and A/V equipment, within budget guidelines.
• Maintain all banquet equipment, supplies, and facilities in an organized, clean, and safe environment.
• In partnership with F&B leadership, participate in hiring, scheduling, training, coaching, and performance management of the banquet staff as necessary.

Cross-Functional and General

• Act as a liaison between the Sales and Food & Beverage departments.
• Champion a customer service focused culture at every touch point with associates, guests, owners, and our communities to help build a healthy, productive environment dedicated to serving others with excellence.
• Adhere to the proper dress code and provide a professional appearance at all times.
• Follow company policies and procedures and effectively communicate them to team members.
• Participate in on- and off-site networking, community, and charity events.
• Additional duties and responsibilities may be assigned.

JOB REQUIREMENTS

Education and Experience

• Bachelor's degree in hospitality, business, marketing or a related field preferred.
• 3+ years of experience of sales coordination or similar experience; wedding and group marketing experience preferred.
• Proven success prospecting, negotiating, and closing group/catering business.
• Experience creating proposals, contracts, BEOs, rooming lists, and timelines.
• Cross-functional coordination with F&B, Banquets, and Operations to execute events.

Knowledge, Skills and Abilities

• Customer service mindset with effective upselling techniques and revenue optimization.
• Proficiency with Microsoft Office/Google Workspace, sales/catering/CRM systems, and hotel PMS or the ability to learn.
• Excellent communication (verbal and written), presentation, and negotiation skills; lead event walk-throughs and tastings.
• Strong organizational skills with attention to detail.
• Ability to effectively manage time, competing priorities, and workload.
• Ability to work independently, collaboratively, and lead a team.
• Ability to work a flexible schedule to include nights, weekends and holidays as business demands.

Physical Demands and Work Environment

• Frequent standing, walking, and moving between meeting rooms, banquet spaces, kitchen/BOH, and front office areas.
• Occasional lifting, carrying, and setup/breakdown of event materials (linens, A/V, signage) typically up to 25–30 lbs.
• Bending, reaching, and kneeling to arrange room setups and displays.
• Regular use of computer, phone, and sales/catering software; ability to read BEOs, diagrams, and reports.
• Fast-paced hospitality setting with shifting priorities and frequent interruptions on event days.
• Professional, client-facing environment requiring polished communication and appearance.
• Mix of front-of-house (lobby, function rooms) and back-of-house (banquet prep areas, kitchens) environments.
• Exposure to typical hotel conditions: variable temperatures near entrances/kitchens, moderate noise levels during events.