Director of Private Events

Rancho Valencia Resort & Spa•Rancho Santa Fe, CA

About The Position

SUMMARY The Director of Private Events oversees, directs and coordinates all aspects of event set-up, service and breakdown including but not limited to weddings, social events, corporate meetings, retreats and incentive programs. The person in this role is responsible for staff training, performance management, development and mentorship. Success in this role requires a creative eye, luxury banquet leadership experience, the ability to analyze and interpret financial documents and the ability to work gracefully under pressure. ESSENTIAL FUNCTIONS Maintain complete knowledge of: a. All liquor brands, beers and non-alcoholic selections available in Private Dining. b. Banquet Room layout, table/seat/station numbers, proper table set-ups, room capacity, hours of operation, price range and dress code. c. P.O.S. and manual system procedures. d. Scheduled in-house group activities, locations and times. e. Correct maintenance and use of equipment. f. All department policies/service procedures. Maintain complete knowledge of service requirements for each scheduled function: a. Detailed menu selections, major ingredients, appearance, texture, quality standards, garnish and method of presentation. b. Particular characteristics/descriptions of wines/champagnes ordered. c. Group’s names and background. d. Type of function and expected attendance/guarantee numbers. e. Scheduled hours of service. f. Special requests/arrangements g. Order of service, traffic flow in room. h. VIP’s Retrieve and organize Event Orders according to departmental standards. Make note of changes as received from catering and post sheets for the next 7 days. Maintain complete knowledge and 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, liquor, beer, wine 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 Private Dinning. Check stock of wines/champagnes and order shortages noted. Ensure wines are received, properly stored and kept secured. Ensure that each liquor bottle ordered is backed up by an exchange of an empty bottle of same liquor. Prepare weekly work schedules in accordance with staffing guidelines and labor forecasts. Adjust schedules throughout the week to meet the business demands. Meet with the Chef and stewarding to review scheduled group’s menu and equipment requirements. Ensure agreement of delivery times, amounts and special arrangements. Ensure that staff report to work as scheduled. Document any late or absent employees. Ensure coordination of breaks for staff. Ensure the monitoring of the preparation of station assignments, ensuring compliance to departmental standards. Conduct pre-function meeting with staff and review all information pertinent to the day's business. Inspect grooming and attire of staff; rectify any deficiencies. Ensure assignment of work and side duties to staff in accordance with departmental procedures. Identify situations that compromise the department's standards and delegate these tasks. Ensure the inspection and planning of materials and equipment for readiness of service; rectify deficiencies with respective personnel. Inspect bar set-ups/buffet tables/receptions/coffee break 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. Meet group coordinator/host 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. 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. Ensure the inspection of table set-ups; check for cleanliness, neatness and agreement to departmental standards; rectify deficiencies with respective personnel. Inspect all aspects of the Banquet environment ensuring compliance with standards of cleanliness and order. Direct respective personnel to rectify deficiencies. 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 five step procedures and ensuring guest satisfaction. Monitor guest reactions and confer frequently with service staff to ensure guest satisfaction. Monitor and maintain cleanliness and working condition of departmental equipment, supplies and work areas. Assist Banquet staff with their job functions to ensure optimum service to guests. Answer outlet phone within 3 rings, using correct salutations and telephone etiquette. Access all functions of the P.O.S. system in accordance to specifications. Restock journal tape and change ribbons as needed. Ensure established standards of food safety and sanitation are maintained. Respond to guest comments and criticism in a constructive and positive manner. Ensure a safe and secure work and dining environment for associates and guests. Conduct monthly departmental meetings. Ensure associates receive timely and meaningful performance reviews following Human Resources Department guidelines. Follows all guidelines for proper performance management, working closely with Human Resources Management when formal documentation is required. Ensure that personnel and payroll documentation and processing is submitted to Human Resources and Payroll Administrator in a timely manner and within property guidelines. Orient all new hires utilizing company handbooks and support materials. Leads training and recognition for employees at all levels and maintains a team-oriented environment. Provides necessary materials for employees to properly administer company tip distribution and tip earning programs. Takes immediate corrective action if discrepancies occur. Trains staff and enforces adherence relating to cash handling and payment handling policies Analyze monthly operating statements and determine reasons for variances. Manage operational expenses to maximize profit. Responsible to meet or exceed budgeted sales and profit goals. Responsible to maintain labor efficiency ratios to ensure guest service and cost effectiveness. Monitor and maintain cleanliness, sanitation and organization of all service areas in accordance with departmental procedures. Be familiar with hotel services/features and local attractions/activities to respond to guest inquiries accurately. Actively participates in Resort safety program, abides by all injury reporting and safety behavior requirements and leads safety training within the department. Participate in and support hotel efforts towards community service, sustainability and environmental initiatives. Perform other duties as directed, developed or assigned.

Requirements

College degree.
Minimum 21 years of age to serve alcoholic beverages.
2 years experience as an Assistant Banquet Manager/Supervisor, or equivalent.
Knowledge of various foodservice styles (i.e., French service, American service, Russian service, butler style service) and various drink recipes and beverage standards.
Knowledge of staffing guideline/requirements from various types of Banquet functions.
Knowledge of specific room set-up styles.
Familiarity with food and beverage cost controls.
Ability to satisfactory communicate in English with guests, management and co-workers to their understanding.
Knowledge of organizing service from information on event Order forms.
Ability to provide legible communication.
Ability to compute basic mathematical calculations.
Ability to lift and carry 40 lbs.
Ability to stand and walk for up to 12 hours.
Ability to think clearly and remain calm under pressure, making sound and logical decisions quickly
Ability to enforce hotel's standards, policies and procedures with Banquet staff.
Ability to prioritize and organize work assignments, delegate work.
Ability to direct performance of Banquet staff and follow up with corrections where needed.
Ability to motivate Banquet staff and maintain a cohesive team.
Ability to ascertain Banquet staff training needs and provide such training.
Ability to be a clear thinker, analyze and resolve problems, exercising good judgment.
Ability to focus attention of details.
Ability to suggestively sell menu items, beverages and wines.
Ability to input and access information into P.O.S. system.
Ability to exert physical effort in transporting equipment and wares.
Ability to endure abundant physical movements in carrying out job duties.
Ability to ensure security and confidentiality of guest and hotel information.
Ability to work without direct supervision.
Ability to anticipate and understand guests’ service needs.
Ability to ascend and descend stairs.

Nice To Haves

Food handling certificate.
Previous experience as a Banquet Server.
Ability to communicate in a second language.
Certification of previous training in liquor, wine and food service.
Any previous culinary training.
Certification in alcohol awareness program.
Certification in CPR
Knowledge of Computerized P.O.S. systems, preferably Micros and Delphi.
Previous guest relations training.
Familiarity with budgeting process.
Artistic talent.

Responsibilities

Oversees, directs and coordinates all aspects of event set-up, service and breakdown including but not limited to weddings, social events, corporate meetings, retreats and incentive programs.
Responsible for staff training, performance management, development and mentorship.
Maintain complete knowledge of liquor brands, beers and non-alcoholic selections available in Private Dining.
Maintain complete knowledge of Banquet Room layout, table/seat/station numbers, proper table set-ups, room capacity, hours of operation, price range and dress code.
Maintain complete knowledge of P.O.S. and manual system procedures.
Maintain complete knowledge of scheduled in-house group activities, locations and times.
Maintain complete knowledge of correct maintenance and use of equipment.
Maintain complete knowledge of all department policies/service procedures.
Maintain complete knowledge of detailed menu selections, major ingredients, appearance, texture, quality standards, garnish and method of presentation.
Maintain complete knowledge of particular characteristics/descriptions of wines/champagnes ordered.
Maintain complete knowledge of group’s names and background.
Maintain complete knowledge of type of function and expected attendance/guarantee numbers.
Maintain complete knowledge of scheduled hours of service.
Maintain complete knowledge of special requests/arrangements
Maintain complete knowledge of order of service, traffic flow in room.
Maintain complete knowledge of VIP’s
Retrieve and organize Event Orders according to departmental standards.
Maintain complete knowledge and 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.
Establish par levels for supplies, liquor, beer, wine and equipment.
Requisition linens/skirting required for business and assign staff to transport such to Private Dinning.
Check stock of wines/champagnes and order shortages noted.
Ensure that each liquor bottle ordered is backed up by an exchange of an empty bottle of same liquor.
Prepare weekly work schedules in accordance with staffing guidelines and labor forecasts.
Meet with the Chef and stewarding to review scheduled group’s menu and equipment requirements.
Ensure that staff report to work as scheduled.
Ensure coordination of breaks for staff.
Ensure the monitoring of the preparation of station assignments, ensuring compliance to departmental standards.
Conduct pre-function meeting with staff and review all information pertinent to the day's business.
Inspect grooming and attire of staff; rectify any deficiencies.
Ensure assignment of work and side duties to staff in accordance with departmental procedures.
Ensure the inspection and planning of materials and equipment for readiness of service; rectify deficiencies with respective personnel.
Inspect bar set-ups/buffet tables/receptions/coffee break for cleanliness, attractiveness and layout
Meet group coordinator/host 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.
Communicate additional meal requirements and special requests to the kitchen.
Constantly monitor staff performance in all phases of service and job functions
Ensure the inspection of table set-ups
Inspect all aspects of the Banquet environment ensuring compliance with standards of cleanliness and order.
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 five step procedures and ensuring guest satisfaction.
Monitor guest reactions and confer frequently with service staff to ensure guest satisfaction.
Monitor and maintain cleanliness and working condition of departmental equipment, supplies and work areas.
Assist Banquet staff with their job functions to ensure optimum service to guests.
Answer outlet phone within 3 rings, using correct salutations and telephone etiquette.
Access all functions of the P.O.S. system in accordance to specifications.
Ensure established standards of food safety and sanitation are maintained.
Respond to guest comments and criticism in a constructive and positive manner.
Ensure a safe and secure work and dining environment for associates and guests.
Conduct monthly departmental meetings.
Ensure associates receive timely and meaningful performance reviews following Human Resources Department guidelines.
Follows all guidelines for proper performance management, working closely with Human Resources Management when formal documentation is required.
Ensure that personnel and payroll documentation and processing is submitted to Human Resources and Payroll Administrator in a timely manner and within property guidelines.
Orient all new hires utilizing company handbooks and support materials.
Leads training and recognition for employees at all levels and maintains a team-oriented environment.
Provides necessary materials for employees to properly administer company tip distribution and tip earning programs.
Trains staff and enforces adherence relating to cash handling and payment handling policies
Analyze monthly operating statements and determine reasons for variances.
Manage operational expenses to maximize profit.
Responsible to meet or exceed budgeted sales and profit goals.
Responsible to maintain labor efficiency ratios to ensure guest service and cost effectiveness.
Monitor and maintain cleanliness, sanitation and organization of all service areas in accordance with departmental procedures.
Be familiar with hotel services/features and local attractions/activities to respond to guest inquiries accurately.
Actively participates in Resort safety program, abides by all injury reporting and safety behavior requirements and leads safety training within the department.
Participate in and support hotel efforts towards community service, sustainability and environmental initiatives.
Perform other duties as directed, developed or assigned.