Special Events Manager
- Depends on experience
- Full Time
- Health Insurance, Dental Insurance, Vision Insurance
- Employer Very Unlikely to Respond
For over 55 years, The Firehouse Restaurant has become synonymous with outstanding wine, delicious food, unparalleled service and elegant affairs. Our inventive approach to intimate dining fuses sophistication with everyday excellence in the heart of Old Sacramento. The Firehouse showcases the region’s most extensive wine collection, with a menu featuring the freshest local ingredients in an inviting classic atmosphere.
The Firehouse Restaurant, Sacramento's most award-winning fine dining restaurant, is looking for a dynamic Special Events Manager to join the team.
Responsible for assisting the Special Events Director (SED) in the Special Events Department. Responsible for ensuring company policies and procedures are adhered to on a consistent basis. The SE Manager (SEM) assists the SED with various duties. This position requires a strong understanding of all aspects of planning special events, staffing, sales, and personnel management. A professional appearance and decorum must be kept at all times. It is very important that client contact be handled in a friendly, efficient, and professional manner at all times. Personnel and company matters must be kept confidential. Relationships with staff should be cordial and professional.
ESSENTIAL FUNCTIONS OF THE POSITION
These requirements/functions may change over the course of employment.
Duties include, but are not limited to, the following:
- Determines event requirements by interviewing guests; explaining options; verifying selections.
- Answer incoming phone calls, take messages, arrange appointments for yourself and the SED, send thank-you emails to clients, and assist in taking dining room and event reservations. Responsible for entering information for current and future events into the contract on Caterease so all information is accessible to management. Documentation should also be placed in the event file.
- Ensure lunch and dinner contracts are completed and sent to clients in a timely manner. Ensure contracts are signed by client and returned as soon as possible. Follow-up on deposits expected/received from clients. Make sure contracts are completed accurately and obtain final approval from the SED. Place executed contract in appropriate file. Provide all details for contracts for the special events packets by deadline. Ensure guests’ deposits are entered into the system ASAP so money is accounted for immediately. Document the amount of the deposit received on the contract.
- Obtain event requirements by contracting with outside vendors; expediting services.
- Aggressively sell special events by arranging to meet with prospective clients at their place of business, perform cold calls, offer tours at the restaurant, etc. Focus on conventions and Sacramento Business Journal’s Top 25 lists, concentrating on those businesses located in close proximity to the restaurant and then contacting those in outlying areas. At least four hours per week should be dedicated to offsite sales. Onsite sales are a daily effort. Arrange on-site appointments. Prepare follow-up correspondence to prospective clients.
- Manage lunch special events. Manage dinner special events, when needed, which would require work hours to close or something similar to provide accurate coverage. Managing events includes but is not limited to ensuring staff is ready and prepared for events, room setup is accurate, appropriate liquor has been collected from the liquor room, guests are happy, etc. The SEM is responsible for closing out the lead servers for special events at the end of their shift and ensuring the lead servers check-outs are accurate (i.e., tickets match Banquet Event Orders). When managing the shift/department, ensure closing paperwork for the department is accurate and money balances. The SEM greets all hosts of the events and makes her/him available to the hosts throughout their entire event.
- Manage the special events personnel. When requested, assist the SED in scheduling employees’ work hours. Conduct a daily labor audit when you are the floor manager of events. Assist in collecting signatures on forms and payroll time sheets. Write draft disciplinary action forms when incidents happen while you are managing the floor and submit to the SED for approval. Interview and assist in hiring of special events staff, and provide input to the SED for performance appraisals for all special events staff. Maintain special events staff job results by coaching, counseling, and disciplining employees; planning, monitoring, and appraising job results.
- Give tours of room facilities to special event clients. Answer all questions regarding special events packages, policies, menu choices, etc. Ask the SED or General Manager for assistance when you do not know how to answer clients’ questions.
- Take the lead on weddings and other big functions (as assigned), where you are the host’s point of contact. Meet with brides on detailing meetings.
- Ensure all special events menus are current and prices in the POS are correct.
- Immediately follow up on any additions or cancellations, and inform the SED, Director of Culinary Operations (DCO), Sous Chef on duty, and Pastry Chef of any changes. Communicate with DCO and/or Pastry Chef on special requests for all events.
- Make certain appropriate signage is posted inside and outside for all special events. Ensure doors are locked and signs are removed after special events. When there is an event in the Golden Eagle Room, ensure a staff person is assigned to direct guests to the Second Street entrance into the Golden Eagle Room. This can be worked out with the valet as well.
- Forward all new client information (or changes to existing client information) to Special Events Sales Coordinator to input into Caterease.
- Attend meetings and events in relation to the SE Department (i.e., bridal/wedding fairs, event planner events) and be involved with NACE and the SCVB. The SED may also attend these events with you.
- Cross-train as dining room floor manager. Will be required to work lunch dining room manager shifts. Assist as a dinner dining room manager at night, when needed. Maintains inter- and intradepartmental work flow by fostering a spirit of cooperation and guest service.
- Special projects, as assigned.
The SEM’s regular work schedule will fluctuate, as it depends upon the department’s schedule of events. In most cases, the SEM will be given two consecutive days off in a workweek. A minimum of 50 hours per week is expected to successfully complete your duties as the SEM. This will include working some weekends and in the evenings. Position requires working holidays that the restaurant is open and Firehouse-sponsored events.
TECHNICAL & EXPERIENCE REQUIREMENTS
- 2 years of restaurant management experience preferred.
- 2 years of strong sales and event management experience required.
- Special event planning experience.
- Proficient in MS Office and Outlook.
- POS software experience. Micros preferred.
- Caterease software experience preferred.
- Goal and team oriented.
- Very detail oriented.
- Ability to quickly solve problems.
- Act responsibly.
- Good customer service skills and phone etiquette.
- Communicate clearly.
- Enjoy working with people.
- High standard of work ethic, honesty, integrity, loyalty and dedication.
- Ability to keep matters confidential.
PHYSICAL REQUIREMENTS/WORK ENVIRONMENT
- Able to stand and exert fast-paced mobility for entire shift. Able to balance, lift, bend, kneel, stoop and wipe.
- Able to work in a physical environment where temperatures fluctuate throughout the day in kitchen, dining room and outdoor environment.
- Able to regularly lift and carry food, beverages, and other items no less than 45 pounds.