Event Operations Coordinator

4 weeks ago

Mishawaka, Indiana, United States Jess Latin Grill & Tequila Bar Full time
Job Description

Carnegie Library Special Events Center is an upscale event venue with precise standards of service. We foster a teamwork-oriented and friendly environment, where our employees excel in providing exceptional service to our guests.

Key Responsibilities:
  • Maintain high standards of service as outlined in the Carnegie Event training program, standards of operation, and policies and procedures.
  • Ensure uniform and grooming guidelines are upheld, and maintain a well-mannered demeanor at all times.
  • Act as the primary liaison to event hosts, ensuring seamless communication and execution.
  • Delegate setup, event, and closing tasks to servers and bartenders, maintaining a smooth execution timeline.
  • Enter event details in Aloha POS system and Tripleseat, ensuring accurate balancing of the two systems.
  • Collect final payments from clients and ensure food and beverage service meets Carnegie Library standards.
  • Review and execute client Banquet Event Orders, adhering to pre-established timelines and attending to guest requests in a prompt and friendly manner.
  • Set up event rooms according to BEOs and event diagrams, adhering to Carnegie Library standards of service.
  • Lead pre-event BEO meetings, overseeing specific prep-work and duties as assigned.
  • Consistently sanitize work areas, refill/stock containers and supplies, and supervise the setup of all meeting rooms prior to each event.
  • Meet with the culinary team to confirm food quantities and timing, and assist with preparation, ordering, and inventorying as needed.
  • Monitor inventory of supplies, equipment, and furniture, ensuring specific needs for buffets, receptions, and meetings are met.
  • Run the floor, coordinating food and drink service by liaising with the kitchen and service staff, and act as an ambassador at the bar during high-volume hours.
  • Properly handle all equipment, ensuring proper storage after use, and recommend maintenance and repair to the maintenance department.
  • Maintain event linen inventory and order linens required for each event.
Administrative Responsibilities:
  • Create and maintain a database of room layouts.
  • Proofread BEOs and maintain an up-to-date Staff Event Order Book, verifying any missing or unclear information.
  • Update the culinary team on any food changes to BEOs.
  • Create all signage, place cards, bar menus, and other required materials for each event.
  • Lead weekly BEO meetings and perform other administrative tasks as needed.
Qualifications:
  • 1-3 years of experience in high-volume event service is preferred.
  • An alcohol server permit is required.
  • Excellent communication skills and articulate speech, with a willingness to communicate and follow instructions in a friendly manner.
  • A friendly and customer-focused personality is essential.
  • Ability to articulate clear greetings and farewells to guests, as well as understanding requests for assistance.
  • Ability to clearly communicate guests' needs to servers, bussers, managers, and other staff members.
  • Effective communication skills on the phone and via email are necessary.
  • Ability to carry trays or supplies (30-50 lbs.) is required.
  • Experience with Apple Computers, Tripleseat, and Canva programs is a plus.
  • Fluency in typing is essential.

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