Private Dining & Events Services Manager

186 rooms | 4,500 sq. ft. meeting/event space

Amenities: 24-hour fitness center, indoor pool, restaurant and bar with outdoor lounge, complimentary hot breakfast daily.

Located in downtown Indianapolis, this property attracts both business and leisure demand-offering strong career growth in a thriving Midwestern market. With a residential-style feel in an urban setting, it’s ideal for leaders who value both guest comfort and brand-driven operations.

Key Responsibilities

Sales & Client Relations

· Respond promptly to inbound private dining inquiries; conduct site visits, tastings, and consultations to convert leads into confirmed bookings

· Develop and present customized event proposals, menus, and pricing packages based on client needs, budget, and occasion

· Negotiate contracts, deposits, and payment terms in line with hotel policy

· Build and maintain relationships with repeat clients, corporate accounts, wedding planners, and local businesses to drive referral and repeat business

· Detail and execute catering events sold by the Sales Manager, ensuring seamless coordination from contract turnover through event completion.

Event Planning & Coordination

· Serve as the primary liaison between clients and internal departments (culinary, banquets, AV/technical, housekeeping, front office, security)

· Create detailed Banquet Event Orders (BEOs) and function sheets, ensuring accuracy and timely distribution to all relevant teams

· Coordinate menu planning with the Executive Chef, including special dietary accommodation and seasonal offerings

· Plan floor layouts, table settings, décor, and audiovisual requirements for each event

· Conduct pre-event walkthroughs and final detail confirmations with clients

On-Site Execution & Service Oversight

· Oversee event setup, service flow, and breakdown to ensure execution matches the agreed-upon specifications

· Be present for key events to manage real-time issues, troubleshoot service gaps, and ensure guest satisfaction

· Supervise and coordinate private dining and catering service staff, including scheduling and briefing teams before each function

· Ensure compliance with health, safety, and food handling regulations throughout all events

Financial & Administrative Management

· Develop accurate event cost estimates, invoices, and final billing in coordination with the finance department

· Monitor departmental budgets, labor costs, and food/beverage costs to meet profitability goals

· Track and report on sales performance, booking pace, and revenue against forecasts and targets

· Manage vendor relationships (florists, rental companies, entertainment, AV providers) including contracts and payments

Team Leadership & Training

· Hire, train, schedule, and supervise private dining and catering staff

· Foster a guest-first culture and ensure consistent, polished service delivery across all events

· Lead pre-shift briefings and post-event debriefs to capture feedback and drive continuous improvement

Qualifications

Required

· 2-3+ years of experience in catering, banquet, or private dining management, preferably within a hotel, resort, or luxury hospitality setting

· Proven track record in event sales and achieving revenue targets

· Strong knowledge of food and beverage service standards, menu planning, and event logistics

· Excellent organizational skills with the ability to manage multiple events simultaneously

· Strong written and verbal communication skills; confident presenting to clients

· Proficiency with catering/event management software (e.g., Delphi, Tripleseat, Caterease) and Microsoft Office/Google Workspace

· Flexibility to work evenings, weekends, and holidays based on event schedules

Preferred

· Bachelor's degree in Hospitality Management, Business, or related field

· ServSafe or equivalent food safety certification

· Wine/beverage service certification (e.g., sommelier training)

· Experience with luxury weddings, corporate retreats, or high-profile social events

· Multilingual abilities a plus

Key Competencies

· Client-focused mindset with a polished, professional demeanor

· Strong negotiation and upselling skills

· Calm under pressure with sharp problem-solving instincts

· Detail-oriented with excellent follow-through

· Collaborative leadership style across departments

· Financial acumen and budget management experience

Physical Requirements

· Ability to stand/walk for extended periods during events

· Ability to lift up to 25 lbs (event materials, décor, equipment)

· Ability to work in a fast-paced environment with varying schedules

HRI is an Equal Opportunity Employer and provides fair and equal employment opportunity to all employees and applicants regardless of race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, veteran status or any other protected status prohibited under Federal, State, or local laws. All employment decisions are based on valid job‐related requirements.