JOB TITLE: ASST. MANAGER – CONFERENCE AND BANQUETS

REPORTS TO: FOOD AND BEVERAGE MANAGER/GENERAL MANAGER

JOB PURPOSE:

Assistant Manager – Conference and Banquet is a food service manager who oversees the operations and staff. He/ She is responsible for ensuring smooth service, catering and providing professional service to the customer and his/her guests. To supervise and control the banqueting department to the required standards and within agreed budgetary limits.

JOB DESCRIPTION:

Job Description;

• Assists in hiring and coaching of full time and student staff as needed to maintain adequate staffing levels. Select, train, evaluate, lead, motivate, coach, and discipline all employees, and supervisors in the Hotel’s Conference and Banquet Department to ensure that established cultural and core standards are met; daily activities and planning for outlet operation.
• Must provide genuinely friendly, positive and professional guest service and the ability to be visible in the operation, provide recognition, promote good public relations, and handle complaints, concerns or special requests for guests, clients, and group contacts.
• Analyzing and coordinate banquet event orders (BEOs) to accurately execute events through expertise and hotel standards, communicate directly with group contacts. Catering Managers, and event organizers to ensure that all details of the function are carried out, ensure quality and timeliness of all food items, as well as provide knowledge of wine and spirits in an elegantly appointed environment dedicated to an attentive and distinctive experience.
• Maintains a strong presence on the floor before, during and after banquet functions to ensure hotel standards and guest expectations are met.
• Assists with monthly/quarterly inventory of department’s crockery, glassware and cutlery and Control labor and operating expenses through effective scheduling, budgeting, and purchasing decisions.
• Attend regular operational meetings to ensure effective coordination and cooperation between departments.
• Assists with proper set-up and teardown of events and equipment, ensuring items are stored appropriately and observe physical conditions of facilities and equipment in the banquet area and make recommendations for corrections.
• You will be required to generate contracts for vendors wishing to hire out the Amphitheatre. In liaison with management, you will be expected to review and revise the rates from time to time.
• Expected to meet and negotiate with relevant authorities (external) for sponsorship when hosting events. Expected to negotiate and engage in Return on Sale contracts with suppliers for one off events.
• To ensure that the agreed budgeted targets are achieved or bettered.
• To ensure that the food and liquor costs are maintained at their agreed levels and that the correct profit margins are achieved.
• To ensure a prompt, courteous response and follow up to all enquiries.
• To ensure that once a booking is confirmed, all details and requirements are noted, using a check list, so that nothing is forgotten, e.g., number of covers, where to assemble, where to serve, details of menu, plan of tables, list of guests, drinks, aperitifs, wines, liqueurs, spirits, and whether per-ordered or cash, cigars, cigarettes, entertainment, etc.
• To liaise or ensure liaison with the client a few days before the function to confirm exact numbers, in turn informing the appropriate departmental heads.
• To ensure that bands, discos, or entertainment have been booked as directed.
• To ensure that duty rosters are compiled, making certain that adequate numbers of experienced permanent and casual waiting staff will be on duty.
• Ensure the checking of the function room, for cleanliness before guests arrive, table layout and stipulated specific requirements to enable shortcomings to be rectified.
• To greet the host and circulate during the course of the function to ensure availability in the event of a problem or complaint.
• To ensure that all staff are correctly and smartly dressed at all times.
• To ensure effective briefing of waiting staff before the function commences.
• To ensure that bar and waiting staff know the limit of open bars and that this is not exceeded.
• To check equipment against the function checklist to ensure that no items have been misappropriated or mislaid.
• To ensure maximum security of all areas under your control, paying particular attention to valuable assets, e.g. silverware.
• To ensure that all items are used for their correct purpose and not abused, e.g. knives used as screwdrivers, table-cloths or napkins used for cleaning.
• To carry out or ensure that regular On-the-Job Training is carried out to enable staff to perform their duties correctly.
• To prepare and submit on the required format all information necessary for budgeting purposes accurately.
• You will be expected to undertake any other assignments that management may require you to do from time to time