Catering Sales Manager

SALES SPEC 3 (007556)

UCPath Position ID: MI-DPT319200-JC007556-PD168533

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1114590

Approved Date:

5/15/2024 12:17:05 PM

Date Last Edited:

5/15/2024 12:17:02 PM

Last Action Effective Date:

8/1/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR         

Division Code:

5901D

Division:

ADMINISTRATION                         

Department:

319200 - LUSKIN CONFERENCE CENTER

Position Details

UCPath Position Number:

MI-DPT319200-JC007556-PD168533

Position Description ID

168533

UC Payroll Title:

SALES SPEC 3 (007556)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 21

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40057282

Reports to Payroll Title:

SALES SUPV 2

UCPath Department Head Position Number:

40040346

Department Head Payroll Title:

ADMIN MGR 2

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

The Catering Sales Manager is responsible for identifying new business partnerships to secure revenue streams for the Luskin Conference Center and is the point of contact for actively managing external vendors and affinity partners to: develop and outline contract parameters, establish event timelines and deadlines, select appropriate media channels, establish catering sales performance goals and collaborate with senior level corporate, business and community leaders to identify and develop opportunities for key relationships designed to maximize event sales and revenue-generating programs. The incumbent is responsible for ensuring effective relationships and open communications with colleagues to coordinate revenue generation, marketing plans, and strategic placement of communications with consistency of messages regarding LCC Catering Sales and presents and negotiates rates with clients.

The Luskin Conference Center (LCC) is a 300,000-square-foot, 7-story property on the UCLA campus. The LCC is comprised of 254 guest rooms, approximately 25,000 square feet of meeting space, a 160-seat restaurant, a fitness center, and a business center. The LCC is an academic meeting and conference destination supporting UCLA's education and research mission.

The Luskin Conference Center is a no-tipping environment.

Sales Management

 • Negotiate and prepare written Luskin Conference Center sales contracts and addenda that accurately delineate requested facilities and services

 • Represent the department to potential clients by attending trade shows and networking functions

 • Conduct facility site inspections, prepare service proposals, and provide price estimates

 • Conduct sales calls, set appointments, conduct presentations, and close sales

 • Follow-up on all leads generated from direct campaigns, sales blitzes, and any other marketing efforts

 • Work on assigned and deployed accounts and accounts subject to change based on market trends, etc.

 • Perform background checks on new incoming groups and evaluate profitability

 • Sell other services and products when appropriate

 • Support and sell other services and products offered by Housing and Hospitality revenue-generating departments, including Lake Arrowhead Lodge

45%

Planning and Analysis

 • Perform analyses on new programs to determine negotiation parameters and maximize profitability and thoroughly analyze all potential businesses to produce the most beneficial contract negotiation possible

 • Develop seasonal sales promotions and marketing campaigns to increase sales and visibility

 • Analyze economic, tourism, and (STR) competitive set data, and create and maintain a 90- and 180-day fluid action plan

 • Identify and monitor competitors, research market conditions or changes in the industry that may affect sales and revenue

 • Assist with preparing monthly and long-term catering sales projections based on current and anticipated national and international economic trends, and utilizing yield management and revenue maximization techniques

 • Participate in the analysis of conference, catering, and event occupancy reports, including income projections, forecasts, and budgets

 • Provide input for annual meeting space pricing related to existing account management and new proposals and inquiries

30%

Sales Administration and Account Management

 • Facilitate the collection of deposits, conference and event pre-payments, and post-conference and event payments. Assist the Accounting Department with necessary collection processes

 • Conduct sales calls, set appointments, conduct presentations, and close sales

 • Follow-up on all leads generated from direct campaigns, sales blitzes, and any other marketing efforts

 • Act as the host for clients once the client is on-site, ensuring that service levels are on par and exceed the client's expectations

 • Ensure the success of events through on-site event oversight: provide managerial oversight of the appointed event facility and related personnel in all aspects of event management within Catering Sales clientele, with special attention given to visiting dignitaries or other high profile parties whose attendance and participation at events would reflect upon the University as a whole

15%

Collaboration and Coordination

 • Serve as liaison with various University departments, including Events and Transportation and Cultural and Recreational Affairs to establish cooperative relationships that will result in the best and most efficient service for Catering Sales clients

 • Collaborate with other UCLA Housing & Hospitality units, University departments, and external vendors in the negotiations of assigned catering sales contractual agreements for accommodations, food service, and all other related services

 • Input all event details into Salesforce Information System, including prices, meeting room, and catering needs

 • Work directly with chefs and production teams to develop detailed proposals with accurate pricing

 • Coordinate with UCLA Administration Marketing & Communications to develop marketing ideas and techniques such as brochures, newsletters, articles for professional journals, etc.

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

3+ years

Experience in a catering sales manager position

Required

Or

3+ years

Experience in hospitality group sales

Required

Ability to close sales and negotiate high-dollar-value financial contracts

Required

Working knowledge of catering and conferencing business, including menu planning, current trends in food and entertaining, basic room set-ups and capacities, and audio-visual equipment. 

Required

Analytical skills sufficient to contribute to marketing and sales plans

Required

Accounting and math skills sufficient to prepare cost estimates, proposals, and billing explanations 

Required

Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions. Ability to complete a large volume of diverse tasks efficiently, meeting established deadlines 

Required

Highly developed interpersonal communication skills including political acumen and social perceptiveness 

Required

Ability to give clear directives and use independent, rational judgment when making decisions and managing events 

Required

Proficient skill using standard business software (e.g. Microsoft Office Suite) and hospitality sales software (e.g. Delphi)  

Required

Excellent verbal and written communication skills to effectively communicate with diverse populations with competing priorities  

Required

Skill in writing grammatically correct business English, such as conference proposals, memos, and other routine correspondence  

Required

Sufficient knowledge of University accounting forms and procedures to accomplish standard departmental accounting transactions 

Preferred

Working knowledge of the policies and procedures of Housing & Hospitality operational units, such as the Food & Beverage department 

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

Driving Record: The position is subject to the California DMV "Pull Notice System" and continued employment is contingent upon proof of a satisfactory driving record.

5%

Domestic travel 

Must carry a University cell phone

Required

Occasional attendance at offsite conferences and meetings

Required

Evening, weekend, and holiday work as business dictates

Required

Drive University vehicles, such as electric carts, for meetings, site inspections, etc.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Luskin Conference Center

•

General office equipment

•

University vehicles

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.