Coordinator Private Events - Leesburg, Virginia, United States
Leesburg, VA
About the Job
Job Description
ESSENTIAL FUNCTIONS AND ACCOUNTABILITIES
• Responsible for meeting with the clients once booked to detail food and beverage, room layout, event timeline, audio and visual needs and the like.
• Responsible for updating all menus in club systems. Keeps systems up to date and accurate.
• Maintains all files for Event Sales Director and ensures all contracts, procures client's signature through DocuSign, and collects necessary deposit and payments per accounting policy.
• Responsible for maintain club's social media content as it relates to private events.
• Assists Event Sales Director with all office paperwork including tracking all expenses incurred by the Private Event Department are accurately recorded and are within financial guidelines.
• Responsible for daily coordination of private events and operations including getting final guest counts, signature, payments, ordering audio visual, specialty items and distribution of banquet event orders.
• Oversee event execution and coordinate events the day of, working with banquet captain for private events to ensure the staff successfully executes with efficiency.
• Assists in executing Quarterly Game Plans to ensure the success of the department, including attending shows/expos, open houses, networking events and more as directed by the Event Sales Director.
• Assist fellow Employee Partners, Members, and guests to ensure delivery of the 3 steps of service without being directed. Be aware of team members and the environment and participate as a member of the team.
• Notify appropriate Management staff of Member/Guest complaints at the time they occur. Rectify, practicing service recovery any complaints as soon as possible.
• Become proficient in the use of CaterPro and CardX. Ensure that all banquet sales in Micros are accurate and match with CaterPro on daily, weekly, and monthly basis.
• Attendance at all required Food and Beverage Meetings, Employee Partner Meetings and Department Head Meetings.
• Be visible in the Club during peak operating hours. Meet and greet Members and guests as needed at private functions and at appropriate club events.
• Responsible for working with Marketing, the Event Sales Director, General Manager and Regional Sales Director on promotional material and private event related sections of the club website and social media outlets.
OTHER ACCOUNTABILITIES
1. Because of the fluctuating demands of the Club's operation, it may be necessary that each Employee Partner to perform a multitude of different functions; therefore, as an essential part of your job, you will be expected to help others when the occasion arises, just as other Employees are expected to help you. Accordingly, you may be expected to perform other tasks as needed or as directed.
2. Adhere to all the various company, club and department written mandatory standards of operations, policies and procedures, manuals, memos, oral instructions, etc., all of which go to make up the essential functions of the job.
3. Responsible for demonstrating good teamwork and positive attitude.
4. Follow all service department, club and corporate guidelines and policies as instructed by supervisor, policies and manuals.
5. Professional, impeccable appearance maintained by self and all private event personnel.
6. Responsible for maintaining good conduct and safe working habits while in all areas and assuring that others are acting safely.
7. Attendance at daily line-up and participating as requested.
REPORTING RELATIONSHIPS
1. Reports Directly To: General Manager, Event Sales Director and/or F&B Director
2. Also Works For: Regional Sales Director
3. Other Positions Reporting to This Supervisor: other club and F&B personnel
4. Directly Supervises: Service personnel as applicable
5. Indirectly Supervises: Kitchen personnel
ESSENTIAL FUNCTIONS AND ACCOUNTABILITIES
• Responsible for meeting with the clients once booked to detail food and beverage, room layout, event timeline, audio and visual needs and the like.
• Responsible for updating all menus in club systems. Keeps systems up to date and accurate.
• Maintains all files for Event Sales Director and ensures all contracts, procures client's signature through DocuSign, and collects necessary deposit and payments per accounting policy.
• Responsible for maintain club's social media content as it relates to private events.
• Assists Event Sales Director with all office paperwork including tracking all expenses incurred by the Private Event Department are accurately recorded and are within financial guidelines.
• Responsible for daily coordination of private events and operations including getting final guest counts, signature, payments, ordering audio visual, specialty items and distribution of banquet event orders.
• Oversee event execution and coordinate events the day of, working with banquet captain for private events to ensure the staff successfully executes with efficiency.
• Assists in executing Quarterly Game Plans to ensure the success of the department, including attending shows/expos, open houses, networking events and more as directed by the Event Sales Director.
• Assist fellow Employee Partners, Members, and guests to ensure delivery of the 3 steps of service without being directed. Be aware of team members and the environment and participate as a member of the team.
• Notify appropriate Management staff of Member/Guest complaints at the time they occur. Rectify, practicing service recovery any complaints as soon as possible.
• Become proficient in the use of CaterPro and CardX. Ensure that all banquet sales in Micros are accurate and match with CaterPro on daily, weekly, and monthly basis.
• Attendance at all required Food and Beverage Meetings, Employee Partner Meetings and Department Head Meetings.
• Be visible in the Club during peak operating hours. Meet and greet Members and guests as needed at private functions and at appropriate club events.
• Responsible for working with Marketing, the Event Sales Director, General Manager and Regional Sales Director on promotional material and private event related sections of the club website and social media outlets.
OTHER ACCOUNTABILITIES
1. Because of the fluctuating demands of the Club's operation, it may be necessary that each Employee Partner to perform a multitude of different functions; therefore, as an essential part of your job, you will be expected to help others when the occasion arises, just as other Employees are expected to help you. Accordingly, you may be expected to perform other tasks as needed or as directed.
2. Adhere to all the various company, club and department written mandatory standards of operations, policies and procedures, manuals, memos, oral instructions, etc., all of which go to make up the essential functions of the job.
3. Responsible for demonstrating good teamwork and positive attitude.
4. Follow all service department, club and corporate guidelines and policies as instructed by supervisor, policies and manuals.
5. Professional, impeccable appearance maintained by self and all private event personnel.
6. Responsible for maintaining good conduct and safe working habits while in all areas and assuring that others are acting safely.
7. Attendance at daily line-up and participating as requested.
REPORTING RELATIONSHIPS
1. Reports Directly To: General Manager, Event Sales Director and/or F&B Director
2. Also Works For: Regional Sales Director
3. Other Positions Reporting to This Supervisor: other club and F&B personnel
4. Directly Supervises: Service personnel as applicable
5. Indirectly Supervises: Kitchen personnel
Source : Leesburg, Virginia, United States