Banqueting Manager at One&Only Resorts

Job Summary

• Maximise Guests Satisfaction and Profitability by managing all activities of the Banqueting Department. Achieve banqueting    revenue goals by executing marketing and sales strategies as established in the business plan. Assist in the implementation of sales promotions and to take action to increase sales. Look for creative ways to promote and execute strong guest relations activities and procedures with regular and VIP guests. Ensures that banqueting premises, FF&E, silver, glass, porcelain etc. is clean and in good working order.

Key Duties and Responsibilities

MANAGE BANQUETING SERVICE STAFF

• Manage all banqueting service staff and supervisors
• Utilise leadership skills and motivation to maximise employee productivity and satisfaction
• Challenge employees to achieve optimum revenue and service per employee
• Monitor department’s overall service, interaction with other departments, and team work daily, and takes action to improve
• Function details are discussed with clients, ascertaining and noting clients’ exact needs. Clients are shown the various facilities available and are advised on the merits of the various options. Table plans and room layout are confirmed.
• Clients are advised of choice of menus and beverage requirements and such options discussed with clients. Clients’ requirements regarding entertainment, table appointments, equipment, etc. is ascertained.
• The availability of the facilities required is ascertained and all details of the booking, including quoted prices, are confirmed in writing to the client. All provisional and confirmed function bookings are monitored and controlled to ensure that no double bookings occur and that use of facilities and revenue is optimised.
• Sales calls are conducted to prospective clients, when required, and in conjunction with the Hotel Sales Executive and/ or General Manager. The job incumbent is constantly aware of new business opportunities and when these are actioned.
• Agreed budgeted targets are achieved or bettered and food and beverage costs and labour costs are maintained at agreed levels and correct profit margins are achieved.
• A prompt, courteous response and follow up is made to all enquiries.
• Booking and arrangements are made for in‑house functions such as Christmas Day, New Year’s Day, Valentine's Day, and Mother’s Day, etc.
• All work is carried out in an organised and efficient manner taking into account work priorities and laid down procedures.

BANQUETING MANAGER

The requirements of this key result area will have been satisfactorily performed when:‑

• Liaison is made with client at least one week before the function to confirm exact numbers and arrangements. All client requirements i.e. bands, discos, entertainment, specialised equipment has been booked as directed.
• Duty rosters are compiled, making certain that adequate numbers of experienced permanent and casual waiting STAFF will be on duty.
• Function rooms, ante rooms and cloakrooms are checked for cleanliness before GUESTS arrive, table and room layout and stipulated specific requirements are checked and all equipment, particularly audio and sound systems, is checked to be in good operating order.
• The job incumbent is available to greet the function organiser/ host and circulates during the course of the function to ensure availability in the event of a problem or a complaint.
• Water jugs, glasses and refreshments are replenished at regular intervals and ashtrays are changed during each break. Refreshments are served timeously at the requested times and all stationery requirements are in place.
• Waiting STAFF are briefed before the function commences and that STAFF know the limit of open bars and that this is not exceeded. Service of food and drink is courteous and professional.

DIRECT AND MANAGE FOOD & BEVERAGE DEPARTMENT TO ACHIEVE FOOD & BEVERAGE GOALS

• Utilises leadership skills and motivation to maximise employee productivity and satisfaction
• Monitors hotel’s overall service and team work daily, and makes recommendations for improvement to Department Heads
• Selects and develops strategies to improve guest service, food production techniques and efficiency
• Analyses financial reports relating to food & beverage, and takes corrective action and follow-up
• Achieves goals for “willingness to return”, “customer complaints per thousand” and “customer comment index”
• Manages and co-ordinates pricing and preparation of menus, beverages, and wine lists by taking the following into consideration:
• local requirements
• market needs
• competition
• trends
• potential costs and labour costs
• availability of food & beverage products
• merchandising and promotions
• Approves all wine purchasing, and other food & beverage items in accordance with corporate quality standards
• With Executive Chef, maintains an updated recipe file for all food and beverage items to include:
• sales history
• sales mix
• actual costs
• potential costs
• par stocks
• production time
• Prepares food and beverage business plan based on input from food and beverage Department Heads
• Assists in the development of the hotel’s annual business plan, by developing strategies to increase sales in food & beverage

THE REQUIREMENTS OF THIS KEY RESULT AREA WILL HAVE BEEN SATISFACTORILY PERFORMED WHEN: ‑

• Accurate billing for the function is recorded and such information and supporting documentation is passed to the Accounts Department for the correct billing of the client to be made. Follow up letters are sent to clients within a reasonable time of the function being held.
• Surplus equipment is removed once the function is over and is returned to its correct storage place and secured. Equipment is checked against inventories to ensure that no items have been misappropriated or mislaid and to ensure minimum losses. All stocks and supplies are timeously requisitioned, correct stock levels maintained and stored under optimum conditions.
• Stock is taken of all operating equipment at specified intervals and required records are maintained. Standard stocks are controlled through the correct handling, storage and stock counts of such stocks, in order to minimise loss through waste, theft and breakage.
• Control is maintained to ensure operating equipment is used properly and not abused e.g. serviettes and waiter's cloths used for cleaning.
• All function room furnishings and fittings are maintained in a good state of repair and where necessary faults and defects are reported to Maintenance Department and actioned without delay.
• All work is carried out in an organised and efficient manner taking into account work priorities and laid down procedures.

LAWS, REGULATIONS AND POLICIES

• Monitors and makes sure the food & beverage departments follow all applicable laws
• Monitors purchasing practices to ensure maximum quality to lowest possible price
• Monitors and ensures highest levels of guest satisfaction by providing quality guest services and products within corporate standards

HUMAN RESOURCES MANAGEMENT

• Screens, interviews and selects potential Department Heads and Supervisors for department
• Assists Department Heads in the selection process
• Develops and recommends appropriate training to meet guest needs Checks that staff meets and exceeds guest expectations by training and encouraging staff to provide Blow Away service
• Identifies training needs, and makes sure staff receives training, including skills training to provide consistent, reliable service
• Assists food and beverage Department Heads to assess training needs and develop their departmental training plans
• Identifies employees with potential for promotion and/or transfer and makes appropriate development plans for him or her together with the Human Resources Manager
• Conducts and guides Department Heads, and works closely with the Human
• Resources Manager on the following Human Resources related tasks:
• Performance appraisals
• Coaching
• Counselling
• Discipline and grievance
• Employee relations
• Wage and salary administration
• Compensation and benefits
• Succession planning

EMPLOYEE RELATIONS

• Fosters and develops effective employee relations within department and throughout the hotel
• Establishes and maintains effective internal communications, including daily meetings with own Department Heads and Supervisors, to ensure optimum team work and productivity
• Conducts monthly departmental meetings with all food and beverage staff present Looks for ways to motivate and challenge employees

HEALTH AND SAFETY

• Ensures that all potential and real hazards are reported and reduced immediately
• Fully understands the hotel’s fire, emergency, and bomb procedures
• Ensures that emergency procedures are practised and enforced to provide for the security and safety of guests and employees
• Ensures that employees work in a safe manner that does not harm or injure self or others
• Stimulates and encourages a general awareness of health and safety in tasks and activities carried out within the division
• Ensures the safety of the people and property within the premises by applying hotel regulations, adhering to existing laws and regulations
• Anticipates possible and probable hazards and conditions and either corrects them or takes action to prevent them from happening
• Ensures that the highest standards of personal hygiene, dress, uniform, appearance, body language and conduct of hotel employees is maintained by all employees in the department

MISCELLANEOUS

• Attends meetings and training required by the EAM Food and Beverage Manager Assists colleagues to perform similar or related jobs when necessary
• Ensures guest satisfaction by attending to their requests and inquires courteously and efficiently
• Accepts flexible work schedule necessary for uninterrupted service to hotel guests and the hotel’s stakeholders
• Maintains own working area, materials and company property clean, tidy and in good shape; reports defective materials and equipment to appropriate individual
• Continuously seeks to endeavour and improve the department’s efficient operation, and knowledge of own job function
• Is well updated on, and possesses solid knowledge of the following:
• Hotel fire, bomb and emergency procedures
• Hotel health and safety policies and procedures
• Hotel facilities and nearby sights of interest and importance (i.e. hospitals, stations, tourist sights)
• Hotel standards of operation and departmental procedures
• Current licensing relating to own department and the hotel
• Accepted methods of payment by the hotel
• Short and long term hotel, as well as corporate marketing and promotional programs
• Corporate clients and clients generating high business volume
• Union agreements

Skills, Experience & Educational Requirements

• Experience in F&B restaurant management at a luxury property preferred.
• Strong interpersonal and problem solving abilities necessary.
• Must be a highly organized person with strong planning skills.
• Goal and results oriented.
• Analytical skills, strength as a developer and a leader of others are essential.
• International experiences an asset.
• An absolute commitment to service excellence and continual learning.