Event Services Manager - Banqueting

Main Purpose: 

The Event Services Manager - Banqueting is responsible for effectively planning all services required as per the assigned event, is the central client contact for the duration of the event while the client is on site and managing all subordinates adequately while executing a seamless event.

Reporting to the: Senior Event Services Manager

Key responsibilities will include:

1) Management of all events & services

• Responsible for managing the client’s requests for the assigned events.
• Responsible to maintain a high standard of service with clients which includes the sub-contractors.
• Ensure while providing the services to clients that adherence to the safety standards is maintained by both the clients and staff.
• Acquire full briefing and handover from your senior manager, colleagues, and event executives before the event.
• Work closely with the fellow Event Services Managers, Event Executives, Beverage team, Back of House team and the kitchen team to achieve desired outcomes on the floor.
• Direct and manage the Assistant Event Services Manager, Hospitality Hosts and Food Beverage Assistants to ensure efficient service is executed for all events.
• Acquire required information regarding the sub-contractors prior to each event to make it easier to manage them.
• Collect all necessary correct forms from clients and sub-contractors during build up and report on irregularities.
• Manage the build-ups and breakdowns of events with the Safety Officer.
• Monitor the health & Safety compliance during build-up and breakdown.
• Monitoring the Service Providers – Cleaning Company / AV company / Security Company / Medics etc.
• Manage the operating equipment used within the department by allocating responsibility to the Hospitality Hosts and Food/Beverage Assistant teams respectively.
• Ensure enough stock is available (mints, notepads, pens, and coffee/tea etc for all events as per scripting and ensure correctness in monthly counts are recorded.
• Monitor that the staff are operating according to set Standard Operating Procedures.
• Ensure you have a clear understanding on the Standard Operating Procedures.
• Monitor and manage the transport times of the staff and communicate with the supplier.
• Maintain customer satisfaction and take appropriate action on customer complaints.
• Conduct an assessment on all staff based on organisational requirements and recommend training needs.
• Write out all charges as per EBMS and have them signed off by the client.
• All additional charges to be signed off as proof and to have a written communication from the client on the services required.
• Use the correct format of the forms you need to complete and file on to EBMS.
• Use the correct procedure to order and return access keys.
• Ensure you hand the comment cards and form a report at the end of each event.
• Learn to use the triple play for signage and ensure correctness before loading.
• Conduct weekly meetings with assistants and hosts to discuss valid points noted during your meeting and discuss the N’Lighten customer satisfaction reports.
• Ensure you adhere to returning and signing in OE and report breakages.
• Manage all coffee sales within the department.
• Ensure cleanliness is maintained throughout the building.
• Ensure you report all maintenance issues regularly and that they have been attended to.
• Correct signage with correct prices should be displayed for public catering events. Also ensure the buffet signage is managed adequately.
• Attention to detail on the public catering events to ensure the company’s best interest.
• Responsible for the information that you share to your colleagues as a handover not forgetting inspection on the service providers during your shift.
• Observing that all contracted services are delivered to the agreed standards.
• Prepare a detailed handover at the end of your shift.

2) Create an Organised Service Area through planning and always organising.

• Ensure that you have adequate food and beverage knowledge related to your event to be able to anticipate the clients / guests needs and exceed their individual expectations through valued customer service.
• Get a full briefing from the Senior staff and Event Executives of the events taking place in our building.
• Ensure the venues are correctly setup as per function sheets and during service.
• Perform walkabouts of the venues and floors ensuring all set ups etc. are in order.
• Ensure that the staff practise the “Clean as you go “slogan during work at all times”.
• Keep all pathways clean and flow free of table, chairs, banners, or coffee stations etc.
• Ensure that the staff use all the equipment with the utmost care to avoid accidents and losses.
• Work harmoniously with the fellow colleagues and pass the necessary information in your handovers within department.
• Teamwork – As a team player your communication level with each other should be flawless thus allowing you to take control of things more successfully.
• Plan and give the necessary information to the set-up staff in the evening to make mis-en-place for the next morning so that setup teams can set venues quickly and efficiently for the early morning shift this is imperative that is checked before you leave the building.

3) Inventory Management

• Manage the operating equipment used within the department.
• Ensure that all stock is safe guarded from loss through delegation of responsibility to all subordinates and ensuring standard operating procedures are maintained and reviewed on a regular basis.
• Ensure correct stock is ordered and par levels are always maintained.
• Ensure that breakages and losses of equipment are monitored, and action taken when abuse is identified.
• Ensure par levels of glassware and bar smalls are maintained.

4) Staff management

• Ensure that staffing levels are correct and to agreed standards and as per the event requirement.
• Performance reviews to be done quarterly with Assistant ESM’s, Section leaders and Beverage Supervisors.
• Manage workplace diversity.
• Act in case of staff discipline and resolve any staff issues.
• Conduct on-the-job training and assessment daily.
• Ensure Daily handovers and briefings meetings are taking place with all the staff.
• Ensure de briefs are conducted with staff after each event.
• Ensure that all EBMS reports and ESM reports with numbers are up to date.
• Ensure that all orders are requisitions and timeously received.
• Conduct staff assessments based on organisational requirements and recommended training need analysis.