Private Dining Operations Coordinator

Brasserie La Banque • Charleston, SC

5d • Onsite

About The Position

The Indigo Road Hospitality Group (IRHG) is seeking a Private Dining Coordinator to support the day-to-day operations of their Brasserie La Banque team. This role involves a variety of administrative and organizational tasks, requiring the individual to be extremely organized and an effective communicator to ensure smooth operations. IRHG emphasizes a people-first culture, offering internal growth opportunities and a supportive environment.

Requirements

• 2 or more years working with Tripleseat, Toast, Aloha or similar catering software.
• Complete Triple Seat Training and understand how to maximize its benefits for record-keeping, guest communication, and BEO building.
• Respond to all event inquiries within 24-48 hours.
• Recommend other properties in Charleston if unable to accommodate a group.
• Ensure Triple Seat and Event Guides are always updated with menu and price changes.
• Conduct monthly audits to ensure all leads are followed up (reaching out to a client at least two-three times before turning it down).
• Review previous year’s clients and events, and reach out to repeat guests.
• Properly block tables in Open Table and communicate any special notes on BEO and in Open Table.
• Update and remove any holds in a timely manner for leads that did not book.
• Engage in grassroots marketing to local businesses to promote business dinners and holiday events.
• Work with the internal marketing manager on any necessary collateral.
• Reconcile and close all events within a 24-48 hour window and send client final invoice email through Triple Seat.
• Understand taking payments through Tripleseat and discuss deposits and payment schedules for events.
• Have knowledge of tax breakdown for South Carolina, including what is taxed for food, beverage, non-food/beverage items, fees, and service charges.
• Follow up with events with thank you cards and/or surprise and delights.
• Provide details on different comp sets in town as new competition opens.
• Have a vast understanding of lead volume, events booked, and reasons for lost business on a weekly basis.
• Speak to leads, bookings, and lost events weekly.
• Work closely with the Lead Host on opportunities for event sales.
• Work with Lead Host to ensure timing of events and large parties are placed strategically to maximize sales.
• Ensure all menus for BEOs for the upcoming week are completed by the previous Friday.
• Review each event twice leading up to an event.
• Email and print BEOs for BOH, providing details pertaining to payment, S&Ds, host name, etc.
• Email and reprint any changed BEOs for the kitchen.

Nice To Haves

• Internal growth opportunities for everyone who wants it.
• Training with the General Manager and Assistant General Manager on dining room floor for necessary coverage when needed.

Responsibilities

• Solicit and promote private dining and event business through various channels including advertising, cold calling, contacting past customers, and building relationships with local businesses.
• Prepare all required paperwork, including forms, reports, and schedules, in an organized and timely manner.
• Develop and maintain an updated and detailed price sheet of all billable products and services.
• Negotiate final pricing, prepare contracts, and secure client signatures.
• Collect deposits as required based on the established deposit schedule.
• Document final arrangements with clients on Banquet Event Orders (BEOs).
• Obtain all specifications and pertinent information concerning the event, including attendance numbers, schedule, and menu.
• Plan, organize, schedule, and develop each event in collaboration with external clients and internal stakeholders.
• Manage the Event sales budget and communicate costs to clients.
• Regularly compile packets with upcoming BEOs and ensure a thorough understanding of all event requirements.
• Provide special events servers with BEOs to understand event specifications.
• Requisition or obtain equipment and supplies needed for each event, ensuring they meet client expectations.
• Bill clients for rental items outside the scope of what is included on property.
• Inspect event spaces prior to the start of each event to check room setup, menu, service staff, etc., ensuring conformity with the BEO.
• Greet clients prior to the start of buy-out or One Broad events and be present throughout the event to assist.
• Periodically check with clients to ensure satisfaction and respond to any requests.
• Observe, direct, and assist staff where necessary during the entire event.
• Ensure all details as per the functions sheet are performed.
• Serve or bartend designated events based on event size, service style, and guest needs.
• Continue to work bartending and server shifts as schedule allows.
• Train with the General Manager and Assistant General Manager on the dining room floor for necessary coverage.
• Prepare and complete an accurate bill or final invoice to the client at the completion of the function and collect final payment.
• Direct and supervise breakdown and cleanup after the event.
• Account for all equipment and supplies.
• Return restaurant items to storage areas and rented materials.

Benefits

• Competitive base pay
• Health benefits
• PTO benefits after 90 days (for full-time employees)
• Comprehensive health insurance coverage, including medical, dental, vision, and more
• Access to a 401K plan with a 50% match on your first 6% investment, along with Roth options
• Zero-interest housing loan program
• Discounts at 15 restaurant concepts and growing boutique hotels division
• 4 weeks of PTO for maternity/paternity leave

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed