Banquet & Events Manager

About the Role

Step into the future of hospitality at The Atlas Hotel. The Atlas, Boston’s first-of-its-kind hotel, is where local connection meets global inspiration, and hospitality intersects with thought leadership. Join us at the ground floor of this brand-new hotel opening and help craft unforgettable moments at the intersection of research, hospitality, and inspiration—where every day is a first.

The Banquet & 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 Banquet & Events Manager assists in managing all aspects of the operation of the Banquet department to ensure successful events and functions, reducing employee turnover, maintaining revenue and payroll budgets, and meeting budgeted productivity while keeping quality consistently high. The role also acts as a liaison between client and operating departments to ensure successful meetings and generate repeat business.

Responsibilities

• Prepare, review, and finalize all Banquet Event Orders (BEOs) in alignment with client requirements and internal operational standards.
• Prepare and submit required reports in a timely manner.
• Follow up on all turnovers within 24 hours via telephone and written correspondence.
• Create, manage, and update rooming lists and VIP lists as required for group business.
• Coordinate all event logistics from turnover through execution, ensuring accurate communication of timelines, setups, and requirements across all departments.
• Maintain up-to-date knowledge of meeting room setups, capacities, and sleeping room configurations to support event planning and execution.
• Maintain trace file as needed.
• Work closely with Sales Managers and Meeting Planners to ensure seamless transition from contract to execution.
• Act as a primary point of contact for clients during the planning and execution phases of events.
• Conduct pre-convention and pre-event meetings with clients and internal teams to confirm all event details.
• Maintain ongoing client communication and follow-up to ensure satisfaction and identify opportunities for repeat business.
• Oversee all aspects of the daily operation of the hotel’s banquet operation.
• Supervise all hourly banquet associates.
• Prepare and conduct banquet department personnel interviews and follow hiring procedures according to Highgate Hotel International SOPs.
• Respond to guest complaints in a timely manner.
• Keep immediate supervisor fully informed of all problems or matters requiring attention.
• Coordinate and monitor all phases of Loss Prevention in the banquet operation.
• Ensure preparation of required reports, including (but not limited to) payroll, revenue, employee schedules, and quarterly action plans.
• Monitor quality of service in banquet operations.
• Ensure compliance with all local liquor laws, and health and sanitation regulations.
• Ensure compliance with SOPs and requisition procedures.
• Conduct staff performance reviews in accordance with Highgate Hotel standards.
• Understand and prepare payroll and tip distribution.
• Actively participate in and/or conduct departmental and hotel training to maintain service standards.
• Coordinate all banquet-related food and beverage requirements with the appropriate departments.
• Keep the kitchen informed of accurate counts for plating.
• Review menu/service with sales managers and banquet chef.
• Maintain up-to-date details on banquet functions and communicate to supervisors.
• Monitor Banquet Event Orders to ascertain equipment needs and comprehend business flow.
• Make personal contact with guests and assist them with any requests.
• Supervise proper tabulation of all banquet checks and ensure checks are presented to guests for signature.
• Requisition liquor and other supplies for banquet bars.
• Ensure safety, sanitation, and cleanliness of service areas.
• Oversee banquet set-up and ensure inspection of all banquet areas for cleanliness and maintenance on a regular basis.
• Conduct pre-shift meetings when appropriate and communicate all relevant pass-on information.
• Control and maintain all service equipment and write service requests as necessary.
• Use feedback from Meeting Planner evaluations to improve service and quality.
• Ensure consistency with departmental opening and closing procedures.
• Attend 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 and operate mobile phones and Relay devices efficiently and professionally.
• 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.

Qualifications

• At least 2 years of progressive experience in a hotel or a related field.
• High school diploma required; previous supervisory responsibility preferred.
• Proficient in Windows, company-approved spreadsheets, and word processing.
• Strong knowledge of service standards and different service types (French, Russian, etc.).
• Knowledge of food and beverage preparation techniques, health department rules and regulations, liquor laws, and regulations.
• Flexible and long hours sometimes required.
• Medium work - Exerting up to 50 pounds of force occasionally, and/or 20 pounds of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.
• Effective communication skills, both verbally and written, with all levels of employees and guests in an attentive, friendly, courteous, and service-oriented manner.
• Ability to listen, understand, and clarify concerns raised by employees and guests.
• Ability 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.
• 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.
• Effective in handling problems, including anticipating, preventing, identifying, and solving problems as necessary.
• Ability to understand and evaluate complex information, data, etc., from various sources to meet appropriate objectives.
• Ability to cross-train in other hotel-related areas.
• Detail-oriented and capable of handling confidential information.
• Maintain a warm, friendly, and polished demeanor at all times.