Assistant Event Services Manager x 2 (Banqueting and Beverage) at Cape Town International Convention Centre

Job description

The main purpose of this position is:

Responsible for assisting the Event Services Managers (ESMs) to effectively plan and execute services required as per the assigned event. Ensure that staff offers excellent service to all the internal and external customers. Upholding the standards set within the department at all times. Managing all subordinates adequately while executing a seamless event.

Reporting To The: Event Services Manager (Banqueting or Beverage)

Key responsibilities will include but are not limited to:

Management of All events & Services

• Responsible for managing the floor as per the function schedule.
• Responsible to maintain a high standard of service with clients which includes the Labour brokers.
• Ensure while providing the services to clients that adherence to the safety standards is maintained by both the clients and staff.
• Acquire full briefing & handover from your event services manager, colleagues and seniors before the event.
• Work closely with the fellow ESMs, Hospitality hosts, Beverage teams, BOH teams & the kitchen teams to achieve desired outcomes on the floor.
• Direct and manage the hospitality hosts to ensure efficient service is executed for all events.
• Acquire required information about the event to make it easier to execute.
• Manage the build-ups & breakdowns of events.
• Monitor that the staff are operating according to set Standard Operating Procedures.
• Maintain customer satisfaction and take appropriate action on customer complaints.
• Write out hand overs.
• Use the correct Procedure to sign in and out OE.
• Ensure all comment cards are completed by clients.
• Learn to use the triple play for signage and ensure correctness before loading. Preload the signage for all events before the start of the events.
• Conduct weekly meetings with hosts.
• Manage all coffee sales within the department.
• Ensure cleanliness is maintained throughout the building.
• Ensure to report all maintenance issues regularly and that reported maintenance issues have been attended to.
• Ensure correct signage with correct prices has been displayed for all public catering events.
• Pay Attention to detail on the public catering events to ensure the company’s best interest.
• Ensure that correct full labels is displayed for buffets.
• Daily walk about and check escape routes.
• Prepare a detailed handover for the morning shift.

Create an Organised Service Area

• Ensure that you have enough food and wine knowledge to be able to anticipate the clients / guests needs and exceed their individual expectations through valued customer service.
• Get a full briefing from your seniors & event services manager of the events taking place in our building.
• Ensure the venues are correctly setup as per function sheets.
• Perform walkabouts of the venues and floors ensuring all set ups etc. are in order.
• Ensure that the staff practice the “Clean as you go “ slogan during work at all times.
• Keep all pathways clean and flow free of table, chairs, banners or coffee stations etc.
• Ensure that the staff Use all the equipment with the utmost care to avoid accidents and losses.
• Pass the necessary information in your handovers within department.
• Teamwork – As a team player your communication level with each other should be flawless thus allowing you to take control of things more successfully.
• Make sure that all the OE (Cutlery, Crockery, Glassware & linen) are handed over to stores before staff sign out.
• Make sure all kitchens in your work areas are cleaned before you sign the staff out and make sure they all sign out at the correct time.
• Make sure that all the coffee machines are rinsed out and filled with hot water for the next day by the staff and the section leaders or the hospitality hosts.
• Give the necessary information to the set-up staff in the evening to make mis-en-place for the next morning so that setup teams can set venues quickly and efficiently for the early morning shift this is imperative that is checked before you leave the building.

Inventory Management

• Manage the operating equipment used within the department by allocating responsibility to the Hospitality Hosts/Section leaders respectively.

• Ensure enough stock is available (mints, notepads, pens and coffee/tea etc. for all events as per scripting and ensure correctness in monthly counts are recorded.
• Ensure that breakages and losses of equipment are monitored, and action taken when abuse is identified. Keep the necessary record of breakages and losses.
• Ensure you adhere to returning and signing in OE and report breakages.
• Make sure that storerooms are packed correctly, and stock required i.e., Operating equipment, stationary or beverages are ordered in advance of any event taking place.
• Ensure that staffing levels are correct and to agreed standards and as per the event requirement.
• Performance reviews to be done quarterly with Hospitality Hosts.
• Ensure Daily handovers & briefings meetings are taking place with all the staff.
• Ensure debriefs are conducted with staff after each event.

Job requirements

Minimum Qualifications and experience required: 

• A Diploma or Relevant Hospitality/Food & Beverage management qualifications (NQF Level 6).
• Minimum of 3 years’ experience at a supervisory level in the hospitality / food and beverage industry at a 5-star establishment.
• Food safety & handling knowledge.
• Inventory management knowledge.
• Operating Point of sales system.
• Experience in managing and leading a team is essential.

Skills and knowledge:

• Time management skills.
• Strong management, planning and organizational skills.
• Conflict management skills.
• Well-groomed with a vibrant personality.
• Hospitality background.
• Stress management & flexibility.
• Planning and organizational skills.
• Extensive client networking and relationship building skills.
• Able to provide clear and effective communication of ideas, processes, and targets.
• Excellent negotiation and financial management skills.
• Reporting skills.
• Ability to manage complaints.
• Innovative thinker.
• Communication & Conflict handling skills.
• Time management.
• Hands on – Pragmatic.
• Quality driven.
• Inspiring personality.