Director of Catering and Events - Ocean House

Ocean House Collection

Director of Catering & Events

A Collection Unlike Any Other

The Ocean House Collections includes 3 luxury properties. 

The Ocean House is a Forbes 5-Star property featuring 49 luxury guest rooms, 20 signature suites.  The Cottage Collection includes 10 privately owned vacation homes.  The Ocean & Harvest Spa is a 12,000 square foot Forbes Travel Guide 5 Star rated full-service health wellness spa. Over 10,000 square feet of indoor and outdoor meeting space. Up to 8 unique dining options during summer season including Coast, a Forbes Travel Guide 5 Star rated fine dining experience.

The Weekapaug Inn offers quintessentially New England accommodations that effortlessly combine casual comfort and luxurious furnishings. The Inn features 31 unique guest rooms and 4 two-bedroom signature suites. Farm-to-table dining utilizes the finest and freshest locally sourced ingredients, and inspired amenities and resort activities are designed to create extraordinary guest experiences. 

The Watch Hill Inn established in 1845, Watch Hill Inn carries with it a unique history marked by fame, natural disasters and, among all, resilience. Chic, minimalist decor intertwines with cutting edge technology like complimentary Apple TV, Netflix and an in-room iPad program that allows guests to order food and services to their door with the touch of a button.  The Inn features 21 suite style accommodations with unrestricted access to dining, amenities, and resort activities at both Ocean House and Weekapaug Inn.

Scope of Position

As Director of Catering & Event Services, the position will oversee all functions of the Catering and Event Services Department work in tandem with Director of Weddings. This role involves managing a team, developing business strategies, securing client contracts, and ensuring exceptional service for all events.

 Maintain profitable operations and high-quality product and service levels. Maximize revenues and exceed budgeted revenues and develop and implement strategies to increase business. Ensure that all conferences, meetings and group activities are coordinated and managed within client expectations. Upsell client events and manage function space and room block inventory to maximize hotel profit. Ensure hotel and client fulfill group contract commitments.

Schedule Requirements

The operation is 24 hours a day 7 days a week, inclusive of all holidays.  While the company will make every attempt to create a work and life balance, all exempt team members may be required to work extended shifts and additional days based on business demands.  Working more than eight hours per day and more than five consecutive days as needed is an essential job function for all exempt roles.  Travel may be required and may include some overnight stays.  All exempt team members should be responsible for scheduling their time off.  The busiest of days during the season (Memorial Day through Columbus Day) are the weekend days from Friday through Sunday and on holiday weekends that are celebrated on Mondays, this can include Mondays.  All exempt staff must be aware and able to work all weekends; requesting time off for a holiday weekend may not and will likely not be granted.  The more flexible you are the more you can learn, grow, earn.

Key Relationships

Internal:  This position reports directly to the Group Director Sales & Marketing

External:  Has regular contact with the company’s suppliers and vendors, social and group clients, prospective clients, guests, members, and residences owners.  Maintains appropriate relationships with these and other constituencies to enhance the image of the Company and the attainment of its objectives.

Key Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Leadership & Team Management:
   • Lead, mentor, and manage the catering and events team, including hiring, training, and performance evaluations.
   • Develop and implement departmental goals and strategies to achieve company objectives.
   • Conduct regular meetings to communicate updates, address issues, and promote team collaboration.
   • Disseminate sales-related information to other departments as appropriate.
   • Scheduling and prioritizing work assignments, and implementation of effective operating policies, procedures, and systems.
   • Aids and represents the company as appropriate in communicating with internal and external constituents.
   • Address all guest concerns related to in-house events and bring them and their resolution to the attention of the Group Director of Sales & Marketing.
   • Assisting in the development of policies and procedures related to in-house event planning.
   • Recruit needed volunteers and contract service employees (e.g., special guests such as musicians, artists, etc.).
   • Promote teamwork and quality service through daily communication and coordination with other departments. Key departmental contacts include all hotel departments. May assist in developing and implementing sales actions plan as assigned.
   • Manage administrative functions in accordance with established standards including the interviewing and selection process of new staff.
   • Supervise the individual performance of the staff taking appropriate corrective action to address deficient conditions, behavior, and work performance.

1. Client Acquisition & Relationship Management:
   • Establish and nurture relationships with individuals, organizations, associations, and corporate clients.
   • Actively prospect and acquire new business opportunities to meet or exceed catering revenue targets.
   • Serve as the primary point of contact for clients, ensuring their needs are met and expectations are exceeded.
   • Check function room set ups prior to guest arrival, ensuring all details are in agreement with client's requirements and hotels
   • Welcome group contact upon arrival at. function and ensure guest satisfaction.
   • Arrange and conduct special events, site inspections, and off-site presentations for potential clients. Entertain clients in accordance with established company and hotel policies and guidelines.
   • Maintain client files and update information daily in accordance with established departmental policies and procedures.
   • Follow up with guests regularly during and after departure to ensure satisfaction and secure future bookings.
   • May assist in client in menu planning. May coordinate food, beverage, table arrangements and decorations with Banquet Department.

1. Additional Daily Duties:
   • Negotiate meeting room rental, function space, and/or hotel services within approved booking guidelines. Accurately produce and/or review all sales contracts, rate agreements, and/or banquet/catering event orders.
   • Monitor and handle inquiry calls and provide client proposals in accordance with established departmental policies and procedures.
   • Arrange and conduct special events, site inspections, and off-site presentations for potential clients. Entertain clients in accordance with established company and hotel policies and guidelines.
   • Produce monthly sales-related reports and sales forecasts for assigned area of responsibility.
   • Assist in the publication of the monthly Resort Activity Calendar ensuring that all in-house events are included.
   • Book all music and entertainment programming for the Resort venues, handle arrangements regarding travel, housing, and contract negotiations for the entertainers. Work in conjunction with the Resort florist on weekly and monthly and holiday decoration.
   • As directed, oversee special cultural events including art, shows, antique shows and music events.
   • Prepare all Banquet Event Orders and lead BEO Meetings as they relate to in-house events.
   • Garner marketing for special events by working with the marketing team and Group Director of Sales & Marketing on events.
   • Responsible for practicing, managing, and promoting the Company’s Statement of Purpose, Service Excellence Pillars, and Declarations so that it becomes an intricate part of the everyday operation.
   • Represent the Company with a positive attitude and professional presentation.
   • Follow sustainability guidelines and practices related to the Company’s sustainability programs.
   • Carry out any other duties which fall within the broad spirit, scope and purpose of this job description and which are commensurate with the role.

Required Job Knowledge, Skills, Experience, and Education

• Ability to handle multiple, simultaneous, and complex tasks and projects effectively and efficiently.
• Information research, analysis, and evaluation skills.
• Knowledge of office management principles and procedures.
• Advanced verbal and written communication skills and the ability to work with a wide range of constituencies in a diverse operation.
• Excellent knowledge of the principles, philosophy, and practices of recreation administration (e.g., program planning, leadership, risk management, budgeting, marketing & public relations).
• Understanding of the recreation needs and interests of the community and the ability to meet such needs with innovative programs and services that promotes participation in healthy and enjoyable recreation experiences.
• The ability to plan, promote and evaluate recreation services for the community.
• Leadership skills for a wide range of recreation activities and special events.
• The ability to establish and maintain effective working relationships with town officials and staff, Citizen Action Committee, special interest groups, agencies, and individuals.
• The ability to communicate effectively orally and written.
• College degree or equivalent work experience

• Advanced verbal and written communication skills in English and the ability to work with a wide range of constituencies in a diverse operation.

• Ability to perform job functions with attention to detail, speed and accuracy under pressure of tense/confrontational situations.
• Uphold the Company standards, policies, and procedures.
• Prioritize and organize tasks and work area
• Ability to remain calm and resolve problems using good judgement as interpreted by the management
• Follow directions
• Work cohesively with co-workers as part of a team
• Maintain confidentiality of guest/employee information and pertinent hotel data
• 1-year previous luxury hotel operations experience preferred.

All your information will be kept confidential according to EEO guidelines.

Please apply direct at Careers - Ocean House (oceanhouseri.com)