Event & Banquets Manager | Rose Wood

Job Description

Job Summary: The Manager of Events and Banquets is responsible for the management of all aspects of the Events & Banquets department in accordance with hotel standards. Coordinates details and menus for clients’ functions and maintains budgeted revenues through solicitation of business while controlling expenditures. Directs, implements and maintains a management philosophy that guides Events & Banquets associates.

Essential Duties and Responsibilities:

• Maintain complete knowledge of and comply with all departmental policies, service procedures, and standards.
• Ensure that standards are maintained at a superior level on a daily basis.
• Maintain complete knowledge of:
• Daily house count, arrivals/departures, V.I.P.’s
• Scheduled in-house group activities, locations, and times
• Correct maintenance and use of equipment
• All department policies/service procedures
• Maintain complete knowledge of service requirements for each scheduled function:
• Detailed menu selections, major ingredients, appearance, texture, quality standards, garnish, and method of presentation.
• Particular characteristics/descriptions of wines/champagnes ordered.
• Prices of specified selections of cash functions.
• Groups’ names and background.
• Type of functions and expected attendance/guarantee numbers.
• Scheduled hours of service.
• Special requests/arrangements.
• Order of service, traffic flow in the room.
• V.I.P.’s
• Payment arrangements.
• Maintain complete knowledge of strictly abide by state liquor regulations, particularly those prohibiting service to minors, intoxicated persons, and drunk driving.
• Check storage areas for proper supplies, organization, and cleanliness.
• Instruct designated personnel to rectify any cleanliness/organization deficiencies.
• Establish par levels for supplies and equipment.
• Complete requisitions to replenish shortages or additional items needed for the anticipated business.
• Requisition linens/skirting required for business and assign associates to transport such to the storage areas.
• Review sales for the previous day and resolve discrepancies with Accounting.
• Track revenue against budget.
• Retrieve and organize Banquet Event Orders (B.E.O.s) according to departmental standards.
• Make a note of changes as received from Catering and post-function sheets for the next 7 days.
• Prepare weekly work schedules in accordance with staffing guidelines and labor forecasts.
• Adjust schedules throughout the week to meet the business demands.
• Ensure that associates report to work as scheduled.
• Document any late or absent employees.
• Coordinate breaks for associates.
• Inspect the scheduled function areas/rooms for cleanliness, working conditions, and proper furniture/equipment setup; rectify any deficiencies with respective departments.
• Meet with the Chef and Stewarding to review the scheduled group’s menu and equipment requirements.
• Ensure agreement of delivery times, amounts, and special arrangements.
• Prepare station assignments according to group requirements and hotel standards.
• Assign side-work to Servers in accordance with departmental procedures.
• Communicate additions or changes to the assignments as they arise throughout the shift.
• Identify situations that compromise the department’s standards and delegate these tasks.
• Conduct pre-meal meetings with Servers and review all information pertinent to the set-up and service of the group.
• Inspect grooming and attire of associates; rectify any deficiencies.
• Inspect table set-ups; check for cleanliness, neatness, and agreement with group requirements and departmental standards; rectify deficiencies with respective personnel.
• Check bar set-ups for cleanliness, organization, and agreement with group requirements and departmental standards; resolve any problems.
• Check buffet tables/receptions/coffee breaks for cleanliness, attractiveness, and layout; ensure agreement with function order and departmental standards; resolve any problems.
• Ensure replenishment of items as specified on event orders and requested by group contact.
• Set out name cards and escort cards in accordance with group requirements and departmental standards.
• Organize head table assembly and assist in the group’s entrance into the function area.
• Meet the group coordinator/host prior to the function, make the introduction, and ensure that all arrangements are agreeable.
• Greet guests upon arrival at the function and assist in seating as required by the group in accordance with departmental standards.
• Direct Servers on the timing of service throughout the function.
• Communicate additional meal requirements and special requests to the kitchen.
• Constantly monitor associates’ performance in all service and job function phases, ensuring that all procedures are carried out to departmental standards; rectify any deficiencies with respective personnel.
• Assist Banquet Associates with their job functions to ensure optimum service to guests.
• Observe guest reactions and confer frequently with service associates to ensure guest satisfaction.
• Anticipate guests’ needs, respond promptly, and acknowledge all guests, however busy and at whatever time of day.
• Promote positive guest relations at all times.
• Be familiar with all hotel services/features and local attractions/activities to respond accurately to any guest inquiry.
• Monitor and handle guest complaints by following the six-step procedures and ensuring guest satisfaction.
• Total all charges for the group function, prepare checks, and present to group contact for payment.
• Adhere to all cashiering procedures/policies.
• Ensure that unused food is returned to the kitchen, that designated condiments are broken down and properly stored (butter, cream, dressings, etc.), and that all banquet supplies are returned to designated storage areas.
• Direct the final breakdown of the function room and clean up.
• Ensure all department standards are met.
• Monitor and maintain cleanliness and working conditions of departmental equipment, supplies, and work areas.
• Answer the outlet phone within 3 rings, using correct salutations and telephone etiquette.
• Handle void checks in accordance with Accounting procedures.
• Assist servers with expediting problem payments. Ensure all cashiering procedures are processed in compliance with accounting standards.
• Issue manual checks when the system is down and ensure accountability of such.
• Run system-closing reports and close all servers’ checks before signing out.
• Ensure all closing duties for associates are completed before associates sign out.
• Conduct a one-week formal training program on the required job functions with criteria expected and department orientation with new hires.
• Conduct ongoing training with existing associates.
• Provide feedback to associates on their performance.
• Handle disciplinary problems and counsel employees according to hotel standards.
• Foster and promote a cooperative working climate, maximizing productivity and employee morale.
• Respond to all pages by beeper promptly.
• Prepare and submit daily/weekly payroll and tip distribution records.
• Complete work orders for maintenance repairs and submit them to Engineering.
• Contact Engineering directly for urgent repairs.
• Document pertinent information in the department logbook.
• Complete all paperwork and closing duties in accordance with departmental standards.
• Review the status of assignments and any follow-up action with an on-coming supervisor.
• All other duties as required.

Confidentiality: While working for the company, there will be access to a wide variety of confidential information concerning the company, guests, and associates. It is vital that all such information remains confidential and must not be disclosed to anyone outside the company, guests, and associates unless otherwise stated.

General Skills: Must be able to perform job functions with attention to detail, speed, and accuracy; prioritize, organize, and follow-up; be a clear thinker, remaining calm and resolving problems using good judgment; follow directions thoroughly; understand a guest’s service needs; work cohesively with co-workers as part of a team; work with minimal supervision; maintain confidentiality of guest information and pertinent hotel data.

Technical Skills:

• Thorough understanding of financial reports, including labor; ability to effectively direct and manage all facets of Events & Banquets.
• Demonstrate project management experience in organizing, planning, and executing large-scale projects from conception through implementation.
• Demonstrated experience in leading and developing people and the ability to establish rapport and/or influence and gain an understanding of others
• Ability to lead a team; flexibility with work schedule
• Ability to enforce hotel’s standards, policies, and procedures with all kitchen personnel; ability to prioritize, organize, and delegate work assignments
• Ability to direct performance of Events & Banquets associates and follow up with corrections where needed; ability to motivate Events & Banquets associates and maintain a cohesive team;
• Ability to promote positive work relationships with service personnel and other departments
• Ability to ascertain associates’ training needs and provide such training; ability to work well under pressure of organizing and attaining production schedules and timelines
• Ability to maintain good coordination; ability to transport cases of received goods to the workstations; ability to transport pots and pans of food from storage/prep areas to the serving line; ability to work an 8-12 hour shift, 5-7 days per week noisy and sometimes close conditions
• Ability to work with all products and food ingredients involved; ability to use all senses to ensure quality standards are met; ability to differentiate dates; ability to operate, clean, and maintain all equipment required in job functions

Language: Required to speak, read, and write English, with fluency in other languages preferred.

Physical Requirements: Must be able to exert physical effort in transporting 20 pounds, endure various physical movements throughout the work areas, reach up and down, remain stationary at times throughout work periods, and satisfactorily communicate with guests and co-workers to their understanding.

Qualifications:

• Diploma/Some College or an equivalent combination of education and work-related experience.
• Must have a current and valid Food Protection Manager Certificate.
• Must have a current and valid Responsible Beverage Service Certificate and Alcohol Beverage Control (ABC) Server ID.

Experience:

• Minimum three years experience in Events & Banquets in a similar Management capacity
• Hotel operational exposure (i.e., F&B) preferred
• Experience with a luxury or ultra-luxury property or brand-preferred