Banquet Manager

Job Title:                             Banquet Manager

Reports to:                         Food & Beverage Director, General Manager

Supervises:   Lead Banquet Servers, Banquet Supervisors, Banquet Service Staff

Status:                                  Exempt

Position Purpose:

Responsible for maintaining high quality of services offered to guests/ clients and the cohesive operations of Banquet Services in accordance with policy, procedures and brand and 4 Diamond standards.  Place equal emphasis on administrative duties, financial / profitability, technical / systems, hospitality / guest impact experience and leadership of hourly, supervisory and managerial employees.  Through supervision of these departments, the Banquet Manager is responsible for guiding the entire banquet experience, from planning, set-up, execution, and post event, ensuring superior service by every employee at every step, while maximizing profitability. 

Work Environment:

Banquet function areas, meeting rooms and service areas, kitchen and stewarding, public areas of the hotel.

Job involves working:

• under variable temperature conditions (or extreme heat or cold)
• under variable noise levels
• Outdoors and indoors
• around fumes and/or odors
• around chemicals
• around dust

Qualifications: 

Essential:

1. High school graduate or equivalent vocational training certificate.
2. 3-5 years experience as an Assistant Banquet Manager/Supervisor, preferably upscale hotel or catering facility.
3. ServSafe Food Handling® certificate.
4. Hotel approved alcohol awareness training (i.e. TIPs)
5. Knowledge of various food service styles.
6. Knowledge of specific room set-ups.
7. Knowledge of organizing service from information on BEO’s.
8. Knowledge of staffing guidelines/requirements for various types of banquet functions.
9. Fluency in English, both verbal and written.
10. Compute basic arithmetic.
11. Familiarity with Food and Beverage cost controls.
12. Familiarity with sales and marketing tools for banquets.
13. Ability to comprehend P & L and budget reports.
14. Crowd Control Training.
15. Allergens Training.

Desirable:

1. College degree and/or equivalent in a related field (hotel management, business management, marketing.)
2. 3-5 years previous experience as a Banquet Server or Captain.
3. Certification of previous training in liquor, wine and food service.
4. Previous culinary training.
5. Certification in CPR and First Aid.
6. Ability to suggestively sell.
7. Ability to input and access information in the property sales & catering system / computers / Point of Sales / time and attendance system.
8. Previous guest relations training.
9. Creative ability to decorate food table/displays.

Physical Abilities

Essential:

1. Exert physical effort in transporting up to 100 pounds to areas of operation.
2. Ability to bend, squat, and reach throughout the work areas on a daily basis.
3. Ability to sit, stand, walk and / or work for prolonged periods of time.
4. Ability to move freely within the hotel environment.
5. Ability to perform tasks requiring sustained repetitive motion and/or fine motor skills.
6. Ability to safely operate a motor vehicle.
7. Ability to lift, carry and store in overhead areas approximately 30 pounds.

Essential Job Functions:

1. Ability to:

• perform job functions with attention to detail, speed and accuracy.
• prioritize, organize and follow up.
• be a clear thinker, remaining calm and resolving problems using good judgment.
• follow directions thoroughly.
• understand guests’ / clients’ service needs.
• work cohesively with co-workers as part of a team.
• work with minimal supervision.
• maintain confidentiality of guest information and pertinent hotel data.
• ascertain departmental training needs and provide such training.
• direct performance of staff and follow up with corrections when needed.
• satisfactorily communicate with guests, management and co-workers in a courteous, empathetic and discreet manner.
• maintain regular and punctual attendance.
• adhere to hotel grooming standards.

1. Maintain complete knowledge of and comply with all departmental policies, service procedures and standards.
2. Regular and punctual attendance.
3. Maintain complete knowledge of correct maintenance and use of equipment.  Use equipment only as intended.
4. Anticipate guests’ / clients’ needs, respond promptly and acknowledge all guests, however busy and whatever time of day.
5. Resolve guest complaints, ensuring guest satisfaction.
6. Monitor and maintain cleanliness, sanitation and organization of assigned work areas.
7. Maintain complete knowledge of:

• manual system and computer procedures.
• scheduled in-house group activities, locations and times.
• correct maintenance and use of equipment.
• all department policies/service procedures.

1. Maintain complete knowledge of service requirements for each scheduled function including:

• detailed menu selections, major ingredients, appearance, texture, quality standards, garnish and method of presentation.
• particular characteristics / descriptions of wines / champagnes ordered.
• prices of specified selections of cash functions.
• group’s background and group members’ names.
• type of functions and expected attendance / guarantee numbers.

• scheduled hours of service.
• special requests / arrangements.
• order of service, traffic flow in room.
• VIPs.
• payment arrangements.

1. Maintain complete knowledge of and strictly abide by state and local liquor regulations, particularly those prohibiting service to minors, intoxication, and drunk driving.
2. Check storage areas for proper supplies, organization and cleanliness.  Instruct designated employee to rectify any cleanliness/organization deficiencies.
3. Establish par levels for supplies and equipment.  Complete requisitions to replenish shortages or additional items needed for the anticipated business.
4. Requisition linens required for business and assign staff to transport such to the storage areas.
5. Review sales for previous day and resolve discrepancies with Conference Services  / Accounting and inform Director of Food & Beverage / General Manager.  Track revenue against budget.
6. Retrieve and organize Banquet Event Orders (B.E.O.s) according to departmental standards.  Make note of changes as received from Catering / Conference Services and post function sheets for the next 14 days.
7. Prepare weekly work schedules in accordance with staffing guidelines and labor forecasts.  Adjust schedules throughout the week to meet the business demands.
8. Ensure that staff reports to work as scheduled.  Document any late or absent employees.
9. Coordinate and enforce breaks for staff.
10. Inspect the scheduled function areas/rooms for cleanliness, working condition and proper furniture/equipment set up; rectify any deficiencies with respective departments; completed at least 30 minutes prior to client arrival.
11. Meet with the Chef and Stewarding to review scheduled group's menu and equipment requirements.
12. Prepare station assignments according to group requirements and hotel standards.

1. Assign sidework to Servers in accordance with departmental procedures.  Communicate additions or changes to the assignments as they arise throughout the shift.  
2. Conduct pre-function meeting with Servers and review all information pertinent to service of group.
3. Inspect grooming and attire of staff; rectify any deficiencies.
4. Inspect table setups; check for cleanliness, neatness and agreement with group requirements and departmental standards; rectify deficiencies with respective employees.
5. Check bar setups for cleanliness, organization and agreement with group requirements and departmental standards; resolve any problems / discrepancies.
6. Check buffet tables / receptions / coffee breaks for cleanliness, attractiveness and layout; ensure agreement with function order and departmental standards; resolve any problems / discrepancies.  Ensure replenishment of items as specified on event orders and requested by group contact.
7. Set out name cards / escort cards in accordance with group requirements and departmental standards.
8. Meet group coordinator / host prior to function, make introduction and ensure that all arrangements are agreeable.
9. Greet guests upon arrival at function and assist in seating as required by group in accordance with departmental standards.
10. Direct Servers on timing of service throughout function.
11. Communicate additional meal requirements and special requests to the Kitchen.
12. 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 employees.
13. Assist Banquet staff with their job functions to ensure optimum service to guests.
14. Observe guest reactions and confer frequently with service staff to ensure guest satisfaction.
15. Promote positive guest relations at all times.
16. Total all charges for the group function, prepare check and present to group contact for signature and payment.  Adhere to all cashiering procedures/policies.
17. Ensure that unused food is returned to the Kitchen, that designated condiments are broken down and properly stored (butters, cream, dressings, etc.) and that all banquet supplies are returned to designated storage areas.
18. Direct the final breakdown of function room and clean up.  Ensure all department standards are met.
19. Issue manual checks when the system is down and ensure accountability of such.
20. Ensure all closing duties for staff are completed before staff sign out.
21. Provide feedback to staff on their performance.  Handle disciplinary problems and counsel employees according to hotel standards.  Ensure timely performance evaluations of banquet management, supervisors and banquet employees.
22. Respond to all communications by electronic device or radio promptly.
23. Prepare and submit bi-weekly payroll, including punch/edit reports and service charge calculations accurately and in accordance with time requirements.
24. Complete work orders for maintenance repairs and submit to Engineering.  Contact Engineering directly for urgent repairs.
25. Complete all paperwork and closing duties in accordance with departmental standards.
26. Review status of assignments and any follow-up action with on-coming supervisor/manager.
27. Provide training and development of employees.
28. Must be certified in Manager ServSafe® food handling.
29. Must be certified in hotel approved alcohol awareness training within 60 days of employment.
30. Prepare and administer timely performance evaluations according to hotel standards.
31. Complete and direct scheduled inventories.
32. Prepare weekly and monthly forecast of revenues, covers and labor costs.
33. Conduct monthly departmental meetings.
34. Attend designated meetings – leadership, shift, daily business review, BEO review, pre and post cons, menu and tastings.
35. Interview Banquet applicants.  Select, develop and retain service staff to create a diverse workforce and deliver excellence in service.
36. Complete departmental filing.
37. Schedule and complete function room inspections in accordance with departmental standards
38. Perform any duties reasonably assigned by the supervisor.