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Julia Rapley
Director of Catering and Conference Services at the Willard InterContinental
The Willard InterContinental Washington, DC is one of the most iconic hotels in the Nation’s Capital. Since 1818, the Willard InterContinental Hotel has played host to the world’s social and political elite. Often referred to as the ‘Residence of Presidents’, The Willard has welcomed U.S. presidents, foreign dignitaries and celebrities, as well as has been the site of many historic moments in U.S. history. Located in the heart of the nation's capital on Pennsylvania Avenue, the Willard continues to be the hotel of choice for heads of state and leaders of the world's business, cultural, social and political sectors. The hotel's 335 well-appointed large guestrooms include 41 elegant suites. Dining options consist of the Cafe du Parc, a popular French bistro with seasonal outdoor seating, traditional Afternoon Tea in Peacock Alley, the classic Round Robin Bar and Private In-Room Dining. There is over 20,000 square feet of Conference and Banquet space and the hotel hosts events ranging from intimate meetings to luxurious weddings. The Willard InterContinental combines heritage, sustainability and luxury with contemporary comfort and the latest technology.
Your day to day
In this role you will manage and coordinate events and group activities booked through the sales department.
Negotiate food and beverage prices, function space, and hotel services within approved departmental booking guidelines.
Confirm in writing to the client and all affected hotel departments all group requirements via sales contract terms, addendum's, confirmation of pricing, group resumes, and/or banquet event order.
Work with sales team to service and solicit new business.
Up-sell client events and manage function space and room block inventory as assigned.
Assist in the implementation of the hotel’s catering and conference strategy
Work closely with other hotel departments to facilitate services agreed upon by the sales office and prospective clients.
Promote teamwork and quality service through daily communication and coordination with other departments.
As needed, assist the client in menu planning, food and beverage coordination, table arrangements, decorations, traffic flow, room set-up, group room blocks and VIP services, etc.
Welcome group contact upon arrival at function and ensure guest satisfaction.
Follow up with clients regularly during and after departure to ensure satisfaction and secure future bookings.
Monitor and ensure all functions are set up, refreshed, and broken down in compliance with scheduled times and departmental procedures.
Work in a timely manner to executive and distribute all Banquet Event Orders (BEO) and contracts as designated by sales.
Conduct hotel and banquet facility tours and entertain qualified clients in accordance with company and property policies.
Maintain client files and update information daily in accordance with established departmental policies and procedures.
Review daily postings of charges to master accounts of clients and resolve any discrepancies or process necessary adjustments. Review final bill prior to presenting to client.
Complete post-conference reports of events for senior management, and complete other reports as needed or requested.
Report and communicate meeting event needs between the client and hotel.
Prepare and distribute amenity request forms for specified clients. Obtain designated approvals and follow-up on delivery.
Check function room set ups prior to guest arrival, ensuring all details are in agreement with client’s requirements and hotel standards. Ensure deficiencies are corrected by appropriate personnel.
May perform other duties as assigned.
What We Need From You
Some college preferred plus 1-2 years of related experience or equivalent combination of education and experience. Knowledge of hotel sales and/or catering required. Prior experience in a luxury hotel environment is preferred. Must speak fluent English.
This job requires ability to perform the following:
Frequently standing up or moving within and outside of the facility
Carrying or lifting items weighing up to 25 pounds
Handling objects
Bending, stooping, kneeling
Other:
Communication skills are utilized a significant amount of time when interacting with others; demonstrated ability to interact with guests, employees and third parties that reflects highly on the hotel, the brand and the Company.
Reading and writing abilities are utilized often when completing paperwork and management reports, interpreting results, and giving and receiving instructions.
Mathematical skills, including basic math, budgeting, profit/loss concepts, percentages, and variances are utilized frequently.
Problem solving, reasoning, motivating, organizational and training abilities are used often.
May be required to work nights, weekends, and/or holidays.
The statements in this job description are intended to represent the key duties and level of work being performed. They are not intended to be ALL responsibilities or qualifications of the job.
Employment type
Full-time
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