Manager, Hospitality Operations

POSITION REPORTS TO:  Senior Director, Hospitality

POSITION MANAGES:      Coordinator, Hospitality Operations

POSITION LOCATION:     Mostly onsite during summer season; Hybrid for the remainder of the year – will require days onsite and allow telework

POSITION SUMMARY:     The Manager, Hospitality Operations oversees the planning and execution of Foundation events, meetings, catering services, and facility rentals. This role manages event logistics, staffing, vendor relationships, budgets, inventory, and compliance, while supervising Hospitality staff and partnering with internal and external stakeholders to ensure successful event operations and exceptional guest experiences.

DUTIES AND RESPONSIBILITIES: 

Event Planning, Operations & Logistics

• Serve as the primary Hospitality contact for Foundation events, meetings, catering services, and facility rentals, translating event requests into operational plans, timelines, staffing, purchasing, and execution requirements.
• Manage Hospitality event administration through TripleSeat and related systems, ensuring accurate records, calendars, layouts, schedules, venue access, and event communications.
• Coordinate with Foundation departments, the National Park Service, clients, vendors, and contractors to support successful event planning and execution.
• Oversee catering and hospitality services, including vendor management, contracting, permitting, documentation, ordering, and compliance with applicable health and Virginia ABC regulations.
• Facilitate event hand-offs, planning meetings, site visits, and final walkthroughs, ensuring all operational, staffing, equipment, and logistical requirements are identified and communicated.
• Review event plans and calendars to anticipate operational challenges, staffing needs, purchasing requirements, scheduling conflicts, and opportunities for process improvement.

Staffing & Event Execution

• Plan, schedule, and oversee third-party, seasonal, contract, and variable staff supporting Hospitality operations and events.
• Develop operational plans for Hospitality-supported events and provide oversight, quality control, and escalation support to ensure successful execution.
• Serve as the primary operational escalation point for event-related issues requiring staffing, purchasing, financial, or cross-department coordination decisions.
• Provide leadership and oversight to ensure service standards, venue requirements, and event protocols are consistently communicated and maintained.

Inventory, Facilities & Compliance

• Oversee Hospitality inventory, purchasing, storage, and reconciliation of supplies, beverages, equipment, and reusable event materials.
• Maintain current venue, vendor, and operational policies, ensuring compliance with Foundation, National Park Service, health department, and Virginia ABC requirements.
• Coordinate maintenance and repair requests and ensure event spaces and resources remain operational and event ready.

Financial Management & Administration

• Develop and manage Hospitality operating budgets, event expenses, purchasing, invoicing, payroll documentation, expense allocation, and financial reporting.
• Maintain accurate event, vendor, staffing, and financial records and coordinate with Finance to ensure timely processing and reconciliation.
• Supervise the Coordinator, Hospitality Operations, including workload management, performance development, scheduling, and assignment of event responsibilities.
• Other duties and responsibilities as assigned.

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