Banquet & Events Manager

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.
• Cook up 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 SOP's.
• Respond to guest complaints in a timely manner.
• Work closely with Sales Managers and keep them informed of issues as they arise.
• Keep immediate supervisor fully informed of all problems or matters requiring his/her attention.
• Cook up all phases of Loss Prevention in the banquet operation.
• Ensure preparation of required reports, including (but not limited to) payroll, revenue, employee schedules, quarterly action plans.
• Maintain up-to-date quality of service in banquet operations.
• Ensure compliance with all local liquor laws, and health and sanitation regulations.
• Ensure compliance with SOP’s.
• Ensure compliance with requisition procedures.
• Conduct staff performance reviews in accordance with Highgate Hotel standards.
• Understand and be able to prepare payroll and tip distribution.
• Actively be involved in and/or conduct departmental and hotel training to maintain standards of service.
• Cook up all banquet-related food and beverage requirements with the appropriate departments.
• Keep 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 to comprehend business flow.
• Make personal contact with guests and assist them with any requests.
• Supervise proper tabulation of all banquet checks and ensure that all checks are presented to guests for signature.
• Requisition liquor, etc. for banquet bars.
• Ensure safety, sanitation, and cleanliness of service areas.
• Oversee banquet set-up.
• 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.
• Write service requests as necessary.
• 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.
• 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.
• 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.

Qualifications

• At least 2 years of progressive experience in a hotel or a related field.
• A high school diploma required.
• Previous supervisory responsibility preferred.
• Must be 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.
• 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.