Catering Sales Manager

CATERING SALES MANAGER Job Description Department: 509 - Catering Reports to: Director of Catering & Events Revision Date: 06/23/2025 Nestled next to the protected open space of the Arastradero Preserve, Palo Alto Hills Golf & Country Club (PAHGCC) blends the outdoors, family, and exceptional golf in one of the most idyllic locations in the Bay Area. PAHGCC was built in 1958 and developed with a vision to be the family club inclusive of women and children and has been a leading example of family membership ever since. Our welcoming and distinctive Private Club provides a premier championship golf course, year-round recreation, and artistic culinary and social activities for Members, their families and guests. JOB PURPOSE The Catering Sales Manager is responsible for managing and coordinating all aspects of catering and event services, including handling phone inquiries, responding to emails, and supporting event planning efforts. This role provides both pre-event planning and day-of coordination to ensure seamless execution of special events. The Catering Sales Manager collaborates closely with the Food & Beverage management team to develop banquet menus, establish pricing, and uphold service and setup standards. Their primary goal is to ensure every event delivers a positive and memorable experience for Club members, guests, and staff. ESSENTIAL DUTIES AND RESPONSIBILITIES Cultivate a strong member and non-member relationship, ensuring client satisfaction Coordinate and assist with executing all aspects of Club Events from start to finish Field event inquiries, provide tours of the Club's facilities, and direct new leads to proper team members Manage calls and email inquiries to Catering department Responsible for organizing and maintaining accurate detailed and orderly files of previous and upcoming events. Provide prompt and courteous response to prospective members and clients within 48 hours Serve as point of contact in absence of Director of Catering Run weekly BEO packets and distribute on Sundays Attend BEO meetings and/or conduct BEO meetings in absence of the Director of Catering Attend management meetings to review and prepare for upcoming events in absence of the Director of Catering Conduct walk throughs in accordance with BEO's and ensure proper set up is executed before event begins Rotate daily change forms Assist Food & Beverage team as needed Ensure proper service standards are performed during events Ensure that proper housekeeping and energy conservation procedures are always followed Understand and know the terminology of menu items and event packages Distribute daily and weekly reports, ensuring accuracy of all information Prepare and send invoices to clients, ensuring that all appropriate charges are billed correctly Ensure all payments and contracts have been received Assist catering budgets; review financial reports and take corrective actions as appropriate to help assure that budget goals are met Assist and manage with developing and maintaining SOPs for Catering and Events department Manage sales process as requested by the Director of Catering which can include upselling, tastings, and day of coordination Develop proficiency in Catering software including, but not limited to, JAM, AllSeated, JONAS and Microsoft Office Maintain an up-to-date event calendar that shows events in all stages of the booking process Prepare and execute banquet contracts, proposals and any other necessary event paperwork to ensure successful execution of events Manage and work with the Executive team to determine pricing, menus and other details for private events Oversee events while keeping client satisfaction top of mind Understand our facility, and the unique selling features Conduct site tours when necessary Manage the initial planning stages of member club events Track new products and trends in food service and catering applicable to the Club Subcontract services as needed Obtain necessary proof of insurance for third party vendors Orders linens and décor props as needed for special events for the department, keeps track of budget Designs of all place cards, signs, menus Maintain clear communication with other departments regarding event expectations Assist with set up and break down of events Maintain an organized workspace Ability to work all shifts, including days, nights, weekends, and holidays Other duties as assigned KNOWLEDGE, SKILLS, AND EXPERIENCE Minimum of 3 years' experience as a Catering & Events Manager in a private country club, hotel, and/or restaurant. Associate or bachelor's degree in hospitality management Working knowledge of catering software (Jonas, JAM) Advanced written and oral communication skills Highly organized and multi-tasker Attention to detail Ability to learn new tasks quickly and be self-motivated Skilled in MS Office: Outlook, Word, and Excel LICENSES AND SPECIAL REQUIRMENTS Must provide valid documents to work in the U.S. Valid California Driver's License is required CPR/AED certified preferred but not required PHYSCIAL REQUIRMENTS Must be able to stand for long periods and walk, reach, bend, stoop, stand and lift up to 40 pounds Must be able to work in a variety of environmental conditions, including both hot and cold temperatures, indoors and outdoors Public speaking at meetings and events may be required This position requires a flexible schedule for working evenings, weekends, and holidays as determined by business needs ABOUT OUR OFFER: This is a full-time exempt salaried position. The salary range is $85,000 - 95,000 Yearly bonus subjected to meeting quarterly objectives, job performance and goals Eligible to receive commission (1%) of all catering events and approved club events Benefit package includes: Medical, Dental, Vision, 401K with up to 4% match, EAP, Life and AD&D insurance, PTO and Sick Time Complimentary meals provided six days per week, excluding designated aerification days Our premier championship golf course is open for staff to enjoy on select Mondays EQUAL OPPURTUNITY EMPLOYER Palo Alto Hills Golf & Country Club (PAHGCC) is an Equal Opportunity Employer. PAHGCC strongly values diversity and is committed to equal opportunity and non-discrimination in all its policies and practices, including the area of employment. PAHGCC does not discriminate against any person based on race, color, sex, sexual orientation or gender identity and/or expression, religion, age, national or ethnic origin, political beliefs, marital status, medical condition, genetic information, veteran status, or disability, or the perception of any of the above. People of all genders, members of all racial and ethnic groups, people with disabilities, and veterans are encouraged to apply.