Job Description

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OVERVIEW/BASIC FUNCTION:

Responsible for the management of all aspects of the Banquet Department functions, in accordance with hotel standards.  Directs, implements, and maintains a service and management philosophy which serves as a guide to respective staff.

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 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.

·       Ensure 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 staff to transport such to the storage areas.

·       Review sales for 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 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 staff report to work as scheduled.

·       Document any late or absent employees.

·       Coordinate breaks for staff.

·       Take an active role in pre-convention meetings (precons)

·       Take an active role in conjunction with the sales and catering departments in Site/Discovery Visits

·       Inspect the scheduled function areas/rooms for cleanliness, working condition and proper furniture/equipment setup; rectify any deficiencies with respective departments.

·       Meet with the Chef and Stewarding to review 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, which compromise the department's standards and delegate these tasks.

·       Conduct pre-meal meeting with Servers and review all information pertinent to set-up and service of group.

·       Inspect grooming and attire of staff; 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, 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, escort cards in accordance with group requirements and departmental standards.

·       Organize head table assembly and assist in group's entrance into the function area.

·       Meet group coordinator/host(ess) prior to function, make introduction and ensure that all arrangements are agreeable.

·       Greet guests upon arrival at function and assist in seating as required by group in accordance with departmental standards.

·       Direct Servers on timing of service throughout function.

·       Be resourceful and solution oriented

·       Communicate additional meal requirements and special requests to the kitchen.

·       Constantly monitor staff performance in all phases of service and job functions, ensuring that all procedures are carried out to departmental standards; rectify any deficiencies with respective personnel.

·       Assist Banquet Staff with their job functions to ensure optimum service to guests.

·       Observe guest reactions and confer frequently with service staff to ensure guest satisfaction.

·       Anticipate guests' needs, respond promptly, and acknowledge all guests, however busy and 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 check and present to group contact for payment.

·       Settle BEO’s in Delphi ensuring billing is accurate and consistent with point of sales settlement

·       Adhere to all cashiering procedures/policies.

·       Ensure that unused food is returned to the kitchen, that designated condiments are broken down and properly stored (butters, cream, dressings, etc.) and that all banquet supplies are returned to designated storage areas.

·       Direct the final breakdown of function room and clean up.

·       Ensure all department standards are met.

·       Monitor and maintain cleanliness and working condition of departmental equipment, supplies and work areas.

·       Answer 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 ensure that all servers' checks are closed before they sign out.

·       Ensure all closing duties for staff are completed before staff signing out.

·       Establish and maintain robust onboarding training for new hires in conjunction with orientation

·       Conduct a one-week formal training program on the required job functions with criterion expected and department orientation with new hires.

·       Conduct ongoing training with existing staff.

·       Effectively coach and provide performance feedback to staff

·       Handle disciplinary problems and counsel employees according to hotel standards.

·       Foster and promote a cooperative working climate, maximizing productivity and employee morale.

·       Promote a positive service culture among team, clients, supervisors, and peers.

·       Liaise with bar/beverage manager and wine manager ensuring bar and beverage consumption is accurate all and beverage dispensed has been accounted.

·       Respond to all communications/messages.

·       Prepare and submit daily/weekly payroll and tip distribution records.

·       Complete work orders for maintenance repairs and submit to Engineering.

·       Contact Engineering directly for urgent repairs.

·       Document pertinent information in department logbook.

·       Complete all paperwork and closing duties in accordance with departmental standards.

·       Review status of assignments and any follow-up action with on-coming supervisor.

·       Ensure post event recaps are completed at the conclusion of the event.

·       All other duties as required.

QUALIFICATIONS

·       Experience:   Minimum 21 years of age to serve alcoholic beverages; two years’ experience as a Banquet Manager, preferably in a luxury or ultra-luxury environment

·       Education:   High school diploma.

·       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:   Knowledge of various food service styles (i.e., French service, Russian service, tableside flambé service, butler style service); knowledge of specific room set-up styles; knowledge of organizing service from information on B.E.O.'s; knowledge of staffing guidelines/requirements for various types of banquet functions; ability to satisfactorily communicate in English with guests, management and co-workers to their understanding; ability to provide legible communication; ability to compute basic mathematical calculations; familiarity with food and beverage cost controls; familiarity with Sales and Marketing tools for Banquets.

·       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 _50 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.

·       Licenses & Certifications:   ServSafe Management Certification desired.