Event Planning Specialist

2 weeks ago

Fort Worth, Texas, United States Branch & Bird Full time
Job Overview

Position Summary:

The Event Planning Specialist at Branch & Bird will play a crucial role in delivering exceptional support and service to our event organizers and attendees, as well as collaborating with our event sales, management, execution, and culinary teams. This individual will frequently serve as the initial point of contact and is expected to be present at the Event Concierge desk when not engaged in other responsibilities. A flexible schedule is essential, encompassing days, evenings, weekends, and holidays. The ideal candidate should possess experience in event sales, event service, hospitality, or food service, and should be ready to contribute effectively with moderate training and guidance. Strong organizational skills and excellent time management are vital for success in this role. The Event Planning Specialist will report directly to the Catering Director.

Key Responsibilities:

  • Welcome and assist all arriving guests, guiding event hosts and attendees, and ensuring courteous farewells as guests depart.
  • Respond promptly to event inquiries through various communication channels as necessary.
  • Coordinate, copy, and distribute all event-related information, including orders, timelines, and diagrams on a daily and weekly basis.
  • Schedule tours and follow-up communications for the Sales Team.
  • Draft thank-you notes and solicit reviews through appropriate platforms.
  • Support the Event Manager in all aspects of event sales and planning, including sending payment reminders and confirmation emails.
  • Assist with room configurations and menu selection processes as required.
  • Create and disseminate schedules for various operational needs.
  • Manage beverage and dish requisitions, coordinating execution with team members as needed.
  • Procure groceries and supplies as required by the Culinary or Event Team.
  • Handle packet printing and assembly, including brochures, menus, and signage coordination.
  • Ensure all areas are maintained in a neat and organized manner according to established standards.
  • Answer phone calls courteously and efficiently in line with departmental standards.
  • Address guest complaints by following established procedures to ensure satisfaction.
  • Communicate maintenance and housekeeping needs to management as necessary.
  • Demonstrate comprehensive knowledge of Branch & Bird's features and services.
  • Complete additional duties or administrative tasks as assigned.

Event Execution Responsibilities:

  • Assist the Event Captain, Servers, and Bartenders with setup requirements as needed.
  • Ensure proper setup and execution of all functions, including opening and closing duties.
  • Lead and guide event staff during setup, execution, and cleanup of events.
  • Clear the event space of all equipment at the conclusion of events and return items to storage.
  • Prepare and replenish beverages, ensuring guests have access to refreshments as needed.
  • Manage the service area by unloading trays, organizing glassware, and sorting utensils.
  • Sort linens according to ownership categories.
  • Set up and manage registers with accurate menus, ensuring compliance with event orders.
  • Update guest counts and consumption records on Banquet Event Orders for accurate billing.
  • Maintain thorough knowledge of state liquor regulations.
  • Understand event setups, diagrams, and room capacities.
  • Communicate with clients throughout events to ensure all requests are met and anticipate their needs.
  • Be prepared to perform any necessary duties of Event Server, Event Bartender, Private Dining Server, and Event Houseman.

Qualifications:

  • Prior experience in event sales, event service, hospitality, or food service is preferred.
  • Education: High School Diploma.
  • Certification in TABC and compliance with local food handling regulations is required.
  • Exceptional attention to detail and clerical accuracy is essential.
  • Strong customer service skills and effective time management abilities are a must.
  • Professional grooming, appearance, communication, and demeanor are required.
  • Ability to lift, push, or pull items weighing up to 50 pounds.
  • Willingness to work a flexible schedule, including nights, weekends, and holidays as needed.

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