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Event Sales Manager

4 months ago

Santa Barbara, United States Acme Ventures LLC Full time
Job DescriptionJob DescriptionDescription:

Who We Are:

Acme Hospitality is a growing restaurant group in Santa Barbara's arts and entertainment district, The Funk Zone that owns and operates several highly acclaimed and award-winning concepts.


Position Summary:

As the Event Sales Manager, you are responsible for closing deals and your role focuses on sales to reach budget goals by communicating company services and offerings to potential new clients. You are responsible for daily communication internally and externally (client, vendors, community partners) and operations of private events and catering specifics for each of the Acme Hospitality establishments. As the Event Sales Manager, you help plan marketing campaigns with the marketing department, plan and organize events, develop leads and oversee the Event Sales Associate and Event Captain for streamlined execution. As the Event Sales Manager, you are responsible for a large majority of the Santa Barbara regional sales and must create sales strategies and implement streamlined communication between clients, in-house teams, upper management and marketing by creating SOPs.

The Event Manager Position is about being a dynamic team leader and setting a positive tone for all Acme Hospitality businesses to ensure the Event Department is running efficiently and profitably while delivering the highest level of hospitality. This is a minimum 50-hour a week position over 5 shifts which demands evenings, weekends and holidays, particularly during the peak season and could require more than 5 shifts a week depending on the event schedule.


Management Team member qualities:

  • A strong and committed work ethic with an ever-present enthusiasm.
  • A passion for work and knowledge of food and beverage.
  • Someone who can lead an entire team and takes pride in teaching others.
  • Someone who is honest and has integrity.
  • Ability to multitask under pressure with a smile.
  • A true team player, proactive and always going above and beyond.
  • An eye for detail, cleanliness and organization.
  • Someone who is humble and always willing to learn and get better.
  • Someone who has the ability to make appropriate decisions in adverse situations.
  • Ability to question, bring ideas to the table, and desire to make changes to be the best we can be.

The overall role of the Event Sales Manager is to:

  • Increase private event and catering sales and profitability and exceed budgeted financial benchmarks.
  • Help create client and event offerings for added value and to increase revenue.
  • Conduct the initial sales process and is the primary point of contact with clients and is responsible for communicating and selling our services, experiences and products.
  • Responsible for closing sales defined by a contractual agreement.
  • Help establish framework (e.g., collateral, logistics, pricing structure, etc.) for sales of new Acme Ventures private event spaces
  • Oversee booking, planning and execution of private events and catering opportunities.
  • Be a dynamic leader and role model for all Acme Hospitality businesses.
  • Maintain a level of service and hospitality that proudly reflects the business.
  • Maintain a positive and respectful work environment at all times.
  • Hire and direct hospitality driven team members who reflect our brand.
  • Lead, train, motivate and mentor all team members.
  • Maintain a positive relationship and establish open lines of communication between BOH and FOH and across all Acme Hospitality businesses.
  • Maintain cleanliness, safety, and organization of the restaurant.
  • Build marketing strategies for all locations.
  • Set the tone for the staff every shift for service.
  • Follow all Acme management systems and policies.
  • Comply with all applicable laws and guidelines in respect to federal, state and local agencies.

Specific Job Responsibilities and Tasks:

  • Contact and respond to any and all inquiries within 24-48 hours.
  • Regularly follow up on pending inquiries and outstanding contracts.
  • Conduct site tours, meet with and provide information to walk-in guests inquiring about events.
  • Create proposals, contracts and invoices for client review.
  • Manage and maximize private event booking and catering calendar.
  • Maintain client and booking information, including event details, client contacts, pending inquires etc.
  • Manage, improve and refine the sales process, removing potential barriers.
  • Generate reports and evaluate sales.
  • Assist with obtaining menu information from each culinary team and accurately communicate to clients.
  • Review daily and weekly staffing details with the scheduling manager at each restaurant
  • Create, update and finalize Banquet Event Orders (BEO) for all on-premise events. Print and distribute to management and all relevant staff.
  • Create, update and finalize BEO for all Catering orders. Print and distribute to management and all relevant staff.
  • Provide support and complete tasks required for event preparation and execution
  • Occasionally oversee event operations including set-up, supervising staff, expediting food/beverage service, billing, event breakdown, etc.
  • Create and maintain marketing and collateral materials.
  • Work with marketing on initiatives to generate leads.
  • Assist Acme Ventures with internal offsite and marketing events of high importance.
  • Manage relationships with preferred event vendors.
  • Cultivate new and existing guest relationships.
  • Follow up with client immediately following the event and present all critical billing details.
  • Write and send thank you cards to all event and catering clients and vendor partners.
  • Enter all event and catering receipts into Event Sales Tracker. Ensure calculations are correct and make any necessary adjustments with accounting.
  • Manage computer and company data according to Acme rules and regulations.
  • Perform monthly inventory of private event inventory and supplies.
Requirements:

Hospitality and Floor Presence:

The primary role of this position is to set the tone and foster a culture where guest satisfaction and hospitality are our number one priority. You are an ambassador for every Acme Hospitality brand and it is your job to maintain a service and hospitality standard that is a clear reflection of Acme restaurants.


Staffing and Scheduling:

As Event Sales Manager, you are responsible for identifying, requesting and confirming staffing levels to ensure successful execution of all events as outlined in the contract and BEO.

  • Maintain proper staff levels with the team members who are best suited to represent the brand.
  • Ensure proper coverage is in place according to the event calendar for each establishment.
  • Ensure completion and accuracy and review of all schedules in Ctuit weekly.

Management/Training:

As training is one of the key components to the success of private event execution and development, you are responsible for delivering our culture to your entire team.

  • Develop and manage sales team members.
  • Maintain all appropriate training materials pertaining to service, food beverage and company policies.
  • Follow designated training schedule to ensure successful learning for all banquet staff members.
  • Responsible for setting up new team members for success by providing proper training and ongoing development.
  • Orientate, motivate, train, and educate all banquet team members in Acme policies, procedures, and rules.

State of the Restaurant & Private Dining Facilities:

The aesthetic and overall cleanliness and condition of each restaurant and private dining facility is an essential part of the private dining experience.

  • Responsible for cleanliness and all repair of the entire interior and exterior of each private dining facility as well as all dedicated private event supplies.
  • Responsible for volume and proper music selection.
  • Ensure proper lighting levels interior and exterior.

Private Event Operations: The following to be managed in collaboration with location management;

  • Create menu and tent cards for the day’s events. Print once the menu details have been confirmed by Chef.
  • Walk thru the property and private event space checking for cleanliness and order in preparation for staff arrival and set up.
  • Set up the tables and chairs per the BEO
  • Set out dishes, silverware and glassware as needed per the BEO
  • Print out PDR checklist and copies of the BEO for the servers
  • Prepare floor map and expediting map as per BEO and known allergies/requirements
  • Prepare menu for culinary team and attend meeting with Chef to review all details for the upcoming event
  • Begin chilling beer, white wine and sparkling as per BEO
  • Conduct pre-shift with all staff members upon arrival. Outline timeline for break(s) and designate duties and table assignment
  • Ensure all staff have clocked in under Banquet Rate Code and check that a minimum 30-minute break has been taken for each 6 hour period worked. Cut staff as able or needed.
  • Follow the checklist and make sure everything is being checked off as they work
  • When the guests arrive, locate the host/point of contact and introduce yourself and the team. If necessary, complete hand off to the Banquet Captain.
  • Communicate guest arrival and minute by minute timing details to the culinary team.
  • Communicate allergies and dietary restrictions to the culinary team (table number & seat number). Confirm modified dish description with Chef and event staff.
  • Fire & expedite canapes and each course with Chef and team. Communicate any unforeseen delays or critical timing details.
  • Regularly confirm fire times with Chef and adjust table clearing and remarking accordingly. Communicate the same with event staff.
  • Ensure the entire dining room is re-marked before delivering each course.
  • Create the master bill and add all consumption based items at the end of the evening. Deliver bill for review or scan and email, as per guest preferences.
  • Ensure all private event supplies have been collected and all pars returned at the conclusion of the event.
  • Reset room for the next scheduled event or back to standard set up if the next event is more than 72 hours out.

Systems you need to know:

TripleSeat, InDesign, Ctuit, Drive, Dropbox, Focus POS, Microsoft Office, Google, Tock, ToGo Technology, Canva


The company reserves the right to revise and change job duties as the need arises. I have read and understand the requirements of this position and agree to this position and agree that I am able meet these duties and responsibilities. This job description does not constitute a written or implied contract of employment.