Catering & Conference Services Manager

Overview

Outbound Sedona isn't a typical meeting destination — and Outbound Sedona isn't a typical hotel. A group-friendly basecamp where corporate retreats feel less like conferences and more like turning points. If you're a hospitality professional who believes great events are more than logistics — that they're experiences — we want, you helping lead the charge from day one.

 

PERKS OF THE JOURNEY

• Free room nights across the CoralTree portfolio
• Medical, dental, vision, life, and disability coverage
• FSA for healthcare and dependent care
• Paid time off and sick time
• 401(k) with company match
• Employee assistance program

THE ROLE

The Catering & Conference Services Manager is the connective tissue between our clients and every department in the building. You own the guest experience from the moment a group is confirmed through the final checkout — managing all event details, leading the planning process, and ensuring seamless execution across every touchpoint. This is a client-facing, detail-driven, high-ownership role that requires both strategic thinking and hands-on follow-through.

Responsibilities

Client & Event Management

• Serve as the primary point of contact for confirmed group and catering clients, guiding them from contract through execution
• Conduct detailed planning meetings and site inspections to understand client vision, objectives, and event requirements
• Develop and distribute Banquet Event Orders (BEOs), group resumes, and all event documentation with accuracy and timeliness
• Personally greet group contacts upon arrival, orient them to the property, and remain accessible throughout their event
• Proactively identify upsell opportunities — enhancements, upgraded menus, added experiences — to maximize revenue while elevating the client experience
• Manage dietary requirements, special requests, and event-specific details with care and precision
• Directing all phases of group planning and execution, ensuring all client expectations are met and exceeded.
• Coordinating and managing all group needs from start to finish.

Planning & Coordination

• Act as the primary liaison between clients and all operating departments — Culinary, Banquets, Front Office, Housekeeping, Recreation, and AV
• Lead weekly BEO and resume review meetings, ensuring all departments are aligned and prepared
• Coordinate third-party vendors including AV providers, décor, transportation, and specialty experience partners
• Develop and manage event diagrams, timelines, group agendas, and run-of-show documents

Sales Support & Business Development

• Produce proposals and catering contracts for new business, in-conjunction events, and stand-alone catering inquiries
• Support the Sales team with site inspections, RFP responses, and prospecting for local and social catering business
• Maintain awareness of competitive landscape, market trends, and seasonal demand to inform catering strategy
• Assist in developing and executing against monthly and quarterly catering revenue goals

Operations & Administration

• Maintain complete and accurate client files, event records, and account data in Delphi (experience highly preferred) and HMS
• Support post-event follow-up, including billing reconciliation, client feedback, and rebooking conversations

Qualifications

• 3+ years of experience in Catering, Conference Services, or Event Management within a hotel or resort environment
• Proficiency in Delphi is highly preferred; experience with HMS or comparable CRM a plus
• Strong working knowledge of Microsoft Office Suite
• Exceptional written and verbal communication skills — you can present to a C-suite and also rally a banquet team
• A proactive, solutions-first approach and the ability to stay calm and creative under pressure
• Deep attention to detail with the ability to manage multiple events and deadlines simultaneously
• A genuine passion for hospitality and creating experiences that people remember
• CMP (Certified Meeting Professional) or CSEP certification a plus

SCHEDULE & PHYSICAL Flexible schedule required, including evenings, weekends, and holidays based on event calendar. Ability to stand for extended periods, move through event spaces, and occasionally lift up to 25 lbs.