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Event and Hospitality Services Assistant Manager
2 months ago
DescriptionJob SummaryThis position will assist both Event Services and Hospitality Services as assigned, ensuring the highest level of service and guest satisfaction from initial contact to event conclusion. The role is responsible for planning and executing special events and hospitality service assignments given by the Hospitality & Events Director for all aspects of Artis-Naples events, including, but not limited to, internal and external events. Duties include coordinating and managing food and beverage service details, generating and executing Banquet Event Orders (BEOs), coordinating with production and front-of-house (FOH) teams, and maintaining internal and external controls for bar costs and inventory. This position will also assist with Artis-Naples Hospitality, including Executive Board Room setups, luncheons, receptions, crew and Broadway production meals, and managing Artis-Naples's Cafe Heidi's Place.SupervisesBartenders and Hospitality & Events Services Team MembersEssential Duties & Responsibilities (other duties may be assigned)Act as the closing/night Manager on Duty for all Hospitality Services & Event Services team members when the Manager is absent. Guide the team to ensure a successful shift and that all expectations are met at the highest standard.Ensure all artist hospitality needs are met promptly, communicating all preparations and needs for daytime execution to the Hospitality Services Manager and Food and Beverage Manager.Attend weekly events and production meetings to review and confirm all assigned event details and hospitality needs with the production team.Assist the Hospitality Services Manager and Event Services Manager in planning, organizing, setting up, and breaking down all food & beverage needs for Artis-Naples, including coffee services and receptions. Provide all setup needs for all internal and external box activity.Host pre-shift lineups for staff before events to guide the team to a successful shift.Complete all Artist Hospitality billing, submit it to the Hospitality Services Manager and Food & Beverage Manager for review and approval, and record the total dollar amount before the end of the day.Review upcoming event orders weekly and as needed, independently and with the Hospitality and Events Team. Attend the weekly Events Meeting and other appropriate meetings as necessary.Complete necessary paperwork and billing for all internal Artis-Naples functions, such as beverage services and receptions, as delegated, and submit them to the Event Services Manager for review and approval.Review scheduling needs with the Hospitality and Event Services team for the upcoming month, referring to monthly event orders. Complete the scheduling needs by the middle of each month prior and as required. Submit the same to the Hospitality & Events Director for final review and approval before distribution.Review payroll records daily for all part-time staff, ensuring all employees have punched in and out correctly, all cash tips are correctly entered in bartender payroll, and time allocation for hours is reviewed to ensure proper accounts are charged. Approve timecards for pay each period before the Monday deadline set forth by the Human Resources Department.Supervise and reconcile bar receipts for all retail bar activity separately by shift, tying receipts to closing reports from the POS system, and turn them into security in a locked bank bag at the end of each change to the Food & Beverage Manager.Place and receive orders for all hospitality needs as assigned by the Hospitality Manager, including, but not limited to, food, beverages, water, plastic/paper products, and linens; place and receive orders for all other products as delegated. Maintain product cost records regularly in X: Mozart drive.Accurately code, sign, and submit all delivery invoices to finance on the same day they are received. Maintain vendor files, including copies of all delivery invoices, for internal order tracking.Maintain the kitchen and office in a clean, sanitary, and orderly condition.As a closing manager, ensure and communicate to security at the end of the shift that all activity is complete, all work areas are clean and ready for the next day's operations, all products and equipment are appropriately stored, all F&B Service doors are locked, all keys are secured, and you are the last to leave for the night.Observe safety requirements. Report safety issues and items requiring work orders to the Supervisor or Safety and Security.Work effectively with all Artis-Naples employees across each department.Education and Experience QualificationsAn associate's degree in a Hospitality/Event services-related field and an equivalent combination of education and experience in an upscale venue are required.Two or more years' experience working in a supervisory role in a Food and beverage-related position in the hospitality industry.Must have strong organizational skills and good customer/interpersonal skills.Ability to identify and analyze a problem and create productive solutions.Experience working within various hospitality settings.I am proficient in Excel, Word, POS (Aloha), CRM, and other daily programs.Strong knowledge of special events and hospitality service coordination.Excellent communications skills.Food Safety Certification Required.Physical DemandsThe physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.While performing the duties of this position, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee must frequently reach with hands and arms and talk or hear.The employee is occasionally required to stand and walk. The employee must occasionally lift and move up to 50 pounds. Ability to squat and stand or walk for extended distances within the organizationWork EnvironmentThe work environment is an office in a kitchen/pantry area. While there is no food preparation, the noise and activity level are consistent with a busy kitchen environment.This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.
