Assistant Banquet & Events Manager

The Atlas Hotel•Boston, MA

3d•$70,000 - $75,000•Onsite

About The Position

The Assistant Banquet and Events Manager is responsible for coordinating and supervising assigned group business after it is booked by the sales department, and through completion of the event or function, while maintaining profitable operations and high-quality products and service levels. He/she is expected to market ideas to promote business. The Assistant Banquet and Events Manager is responsible for assisting in the management of all aspects of the operation of the Banquet department, and for assisting in ensuring successful events and functions in banquet operations. He/she is responsible for reducing employee turnover; Maintaining revenue and payroll budgets; and meeting budgeted productivity while keeping quality consistently high. The Assistant Banquet and Events Managers is also responsible for acting as a liaison between client and operating departments to ensure a successful meeting and to generate repeat business.

Requirements

At least 2 years of progressive experience in a hotel or a related field; or a 4-year college degree; or a 2-year college degree and 1 or more years of related experience.
Must be proficient in Windows, Company approved spreadsheets and word processing.
Must be able to effectively communicate both verbally and written, with all level of employees and guests in an attentive, friendly, courteous and service-oriented manner.
Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.
Must be able to multitask and prioritize departmental functions to meet deadlines.
Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner.
Attend all hotel required meetings and trainings.
Maintain regular attendance in compliance with Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel.
Maintain a high standard of personal appearance and grooming in line with luxury hospitality expectations.
Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations.
Must be effective in handling problems, including anticipating, preventing, identifying, and solving problems as necessary.
Must be able to understand and evaluate complex information, data, etc. from various sources to meet appropriate objectives.
Must be able to cross-train in other hotel-related areas.
Must be detail-oriented and capable of handling confidential information.
Maintain a warm, friendly, and polished demeanor at all times.

Responsibilities

Prepare Banquet Event Orders (BEOs) as per client needs.
Prepare and submit required reports in a timely manner.
Follow up on all turnovers within 24 hours via telephone and written correspondence.
Respond to requests by Meeting Planners immediately.
Create, manage, and update rooming lists and VIP lists as required for group business.
Maintain trace file as needed.
Use the Partnership Agreement to meet client needs.
Have comprehensive knowledge of all operational departments within the hotel; front office, guest experience, reservations, housekeeping, accounting, restaurants, and engineering.
Interact with outside planners and vendors for event setup.
Maintain pricing integrity and propose upscale menus for clients.
Supervise proper tabulation of all banquet checks and ensure that all checks are presented to guests for signature.
Manage existing accounts and follow up with client re-solicitation to capture future business.
Work closely with Sales Managers and keep them informed of issues as they arise.
Manage the function book and adjust space in order to ensure maximum potential revenue.
Be visible on the floor and assist as needed during functions.
Actively be involved in and/or conduct departmental and hotel training to maintain standards of service.
Plan and execute holiday and special events in conjunction with the Director of Sales and Marketing.
Prepare and conduct banquet department personnel interviews and follow hiring procedures according to Highgate Hotel International SOP's.
Ensure that hourly banquet associates are trained and understand the prime directives of the department.
Monitor Banquet Event Orders to ascertain equipment needs and to comprehend business flow.
Assign associates to functions and room set-ups to maximize efficiency.
Respond to guest complaints in a timely manner.
Keep immediate supervisor fully informed of all problems or matters requiring his/her attention.
Assist in preparation of required reports, including (but not limited to) payroll, revenue, employee schedules, and quarterly action plans.
Ensure compliance with all local liquor laws, and health and sanitation regulations.
Ensure compliance with SOPs.
Ensure compliance with requisition procedures.
Supervise all hourly banquet associates.
Conduct staff performance reviews in accordance with Highgate Hotel standards.
Know meeting room setups, maximum capacity, and capabilities for each type.
Use feedback from Meeting Planner evaluations to improve service and quality.
Understand and be able to prepare payroll information and reports.
Ensure consistency with departmental opening and closing procedures.
Conduct pre-shift meetings when appropriate and communicate all relevant pass-on information.
Maintain a professional working relationship and promote open lines of communication with managers, employees, and other departments.
Carry a phone with a Relay option at all times. Operate mobile phones and Relay devices efficiently and professionally in communicating with hotel staff. Ensure the proper use of radio etiquette within the department.
Ensure overall guest satisfaction.
Perform additional tasks assigned by management to enhance the guest experience.