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KEY RESPONSIBILITIES:

Job Summary –

The Director of Banquet and Events is responsible for the management of all aspects of the B&E department in accordance with hotel standards. 

Essential Duties and Responsibilities – (Key Activities)

·         Maintain complete knowledge of and comply with all departmental policies, service procedures and standards.

·         Ensure that standards are maintained at a superior level on a daily basis.

·         Liaise daily with B&E associates to review status of business, schedules, priority assignments, bookings and all information pertinent to the department operation.

·         Direct and monitor the performance of B&E associates, ensuring that all procedures are followed; correct any deficiencies with respective personnel.

·         Ensure that B&E offices are kept organized and clean.

·         Review Banquet sales for the previous day; resolve discrepancies with Accounting; track revenue against budget.

·         Review Banquet checks for the previous day's functions; ensure accuracy of charges and presence of guest signature; resolve discrepancies.

·         Establish a departmental manual identifying all policies relevant to booking functions with respective charges. 

·         Ensure that B&E associates are knowledgeable of such:

• Function room capacities and various set ups
• Blocking space (definite/tentative)
• Use of all forms
• Menus and pricing
• Guarantee policy
• Cancellation policy
• Payment policy
• Room rental charges
• Corkage fees
• Food handling policy
• Service charges
• Coat room policy
• Miscellaneous pricing (floral, entertainment, etc.)
• Shipping/receiving policies
• Lost and found policy

·         Ensure that B&E associates are familiar with Banquet service standards to better sell the facilities.

·         Ensure client files are kept organized and current with all required information.

·         Liase with the Executive Chef to plan special requests for clients and special event menus; arrange introductions between the client and Chef.

·         Monitor the preparation and distribution of the Daily Event Sheet; ensure that all information is complete and accurate and distributed on a timely basis.

·         Monitor changes to Banquet Event Orders; ensure that accurate information is communicated to respective departments on a timely basis in order to best service the client; resolve discrepancies with catering associates.

·         Identify groups, which do not have scheduled functions and communicate such to outlets in order to help them anticipate expected business levels.

·         Check function room set ups prior to guest arrival, ensuring all details are in agreement with client's requirements and hotel standards; ensure respective personnel correct deficiencies.

·         Meet with the Chef prior to function time to verify arrangements and to observe the quality of the food presentation. 

·         Assist in plate up of meals as requested; ensure that standards are met.

·         Welcome group contact upon arrival at function and ensure guest satisfaction.

·         Check that functions are properly staffed to provide the required standard of service; ensure that associates are well groomed; resolve any deficiencies with the Banquet Manager and/or Supervisor on duty.

·         Assist in supervising the service of functions, ensuring guest satisfaction.

·         Monitor, handle and process all billing/payment procedures according to Accounting standards.

·         Monitor guest reactions and confer with service associates to ensure guest satisfaction.

·         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 six step procedures and ensuring guest satisfaction.

·         Attend weekly B.E.O. review meetings; resolve any discrepancies.

·         Attend designated meetings, menu and wine tastings.

·         Conduct ongoing training with existing associates.

·         Provide feedback to B&E associates on their performance; handle disciplinary problems and counsel employees according to hotel standards.

·         Foster and promote a cooperative working climate, maximizing productivity and employee moral.

·         Prepare weekly work schedules in accordance with staffing guidelines and labor forecasts; adjust schedules throughout the shift to meet the business demands.

·         All other duties as required.

Health & Safety

• Be aware of and comply with safe working practices as laid down under the Health and Safety Act as applicable to your place of work. This will include your awareness of any specific hazards at your workplace.
• The wearing of appropriate protective clothing provided by or recommended by the Company will be obligatory.
• Report any defects in the building, plant or equipment according to hotel procedure.
• Ensure that any accidents to associates, guests or visitors are reported immediately in accordance with correct procedures.
• Attend Statutory Fire, Health & Safety training and be fully conversant with and abide by all rules concerning Fire, Health & Safety.
• Be fully conversant with:

o   OSHA Regulations

o   Risk Assessments for your department

o   Hotel Fire & Bomb Procedures

Confidentiality

• Whist working for the company there will be access to a wide variety of confidential information concerning the company, guests and associates.  It is vital that all such information remains confidential and must not be disclosed to anyone outside the company, guests and associates, unless otherwise stated.

Other

• Comply and adhere to the Rosewood company policies.
• Take on other tasks in addition of the ones stated, in a reasonable framework.
• Be a “brand ambassador” at all times and ensure brand integrity and clarity are always maintained.
• Model the company’s culture, vision, mission and core values at all times.
• While this job description is intended to be an accurate reflection of the duties involved in this position, the Company reserves the right to add, remove or alter duties when business need dictates.
• As the hotel’s level of business varies considerably, there is a need for flexibility in attitude, approach and working hours.

Required Skills –

General Skills

Must be able 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 a guest’s 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.

Technical Skills

• Thorough understanding of financial reports including labour; ability to effectively direct and manage all facets of B&E.
• Demonstrate project management experience in organizing, planning and executing large-scale projects from conception through implementation
• Demonstrated experience in leading and developing people and the ability to establish rapport and/or influence and gain understanding of others
• Ability to lead a team; flexibility with work schedule
• Ability to enforce hotel's standards, policies and procedures with all kitchen personnel; ability to prioritize, organize and delegate work assignments

• Ability to direct performance of B&E associates and follow up with corrections where needed; ability to motivate B&E associates and maintain a cohesive team;
• Ability to promote positive work relationships with service personnel and other departments
• Ability to ascertain associates training needs and provide such training; ability to work well under pressure of organizing and attaining production schedules and timelines
• Ability to maintain good coordination; ability to transport cases of received goods to the workstations; ability to transport pots and pans of food from storage/prep areas to the serving line; ability to work an 8-12 hour shift, 5-7 days per week noisy and sometimes close conditions
• Ability to work with all products and food ingredients involved; ability to use all senses to ensure quality standards is met; ability to differentiate dates; ability to operate, clean and maintain all equipment required in job functions

Language

Required to speak, read and write English, with fluency in other languages preferred.

Physical Requirements

• Must be able to exert physical effort in transporting 20 pounds, endure various physical movements throughout the work areas, reach up and down, remain stationary at times throughout work periods, and satisfactorily communicate with guests and co-workers to their understanding. 
• Pool & Beach Environment- constantly exposed to heat, high cold and wind, slippery surfaces and appliances such as stove, oven, dishwasher, cooking top, as well as housekeeping and cleaning tools.

Work Management

• Ability to manage multiple tasks
• Can meet deadlines
• Thinks globally

People Management

Creates work environment that:

• Energizes, motivates and supports employees
• Foster a climate of open communication, trust and respect
• Encourages team behaviour
• Effectively communicates with all levels

Other/Attributes

• Passionate and dedicated
• Is patient, yet persistent
• Culturally aware and sensitive

Qualifications –

• Diploma/Some College or an equivalent combination of education and work-related experience.
• Must have current and valid Food Handler’s card and TIPS certification

Experience –

·             Minimum three years’ experience as a Director of B&E in a similar capacity

·             Hotel operational exposure (i.e. F&B) preferred

·             Experience with a luxury or ultra-luxury property or brand preferred