1. Planning & Organization
Plan & organize the hourly/daily functions of the Set-up Administrative staff to maximize efficiency & accuracy.
Maintain copies of Master spec sheets for annual groups with an eye toward better fulfillment of guest’s needs.
Identify & bring to the attention of the Director of Banquet Operation conflicts within meeting/banquet space inventory.
Communicate groups unusual space needs to the Director of Banquet Operations, so a solution may be worked out on a timely basis; avoid emergency decisions.
Consistently tour the department areas to ensure that all are maintained in a clean and safe manner.
Attend pre-con and post cons, convention service staff meetings when required.
2. Personnel & Training
Develop & train set-up and administration personnel to work in a professional manner. Ensure staff’s attendance at required Resort-sponsored seminars and courses. Maintain updated training manual; follow through with training program.
Supervise functions with an emphasis on guest satisfaction.
Ensure that pre-shift meetings are held prior to events.
Maintain appropriate grooming standards for all staff within the department.
Advise the Director of Banquet Operations of employees, which show outstanding characteristics for future advancement.
Advise the Director of Banquet Operations of employees, which have recently performed in a poor or unprofessional manner.
Insure complete correspondence to clients & in house personnel.
Ensure proper & timely processing of paperwork to accounting. Complete appropriate paperwork such as schedules, floor plan, forecasts, P&L variances, etc.
Ensure that all staff reviews are completed in a quick and timely manner.
3. Catering/Banquet Event Operations:
Set up & oversee all functions.
Ensure that all shifts are properly staffed with qualified employees.
Ensure proper supervision of events set-up. Maintain & continually improve the quality of service within the department. Help maintain all equipment & ensure safe handling & storage of such equipment. Order supplies, linens, uniforms & all other necessary equipment to sure the smooth running of the operation.
Ensure the safe order and return of any necessary rental equipment.
See that appropriate paperwork for rental items are ordered & processed in a timely manner.
Review work orders with shift managers at the start of each shift. In addition review time frames for these work schedules to control overtime.
Ensure each meeting room is inspected one & a half hours prior to commencing to check proper set-up: Placement of tables, condition of room, ice water, necessary meeting equipment & overall appearance of the set up.
Supervise office assistants in proper handling of all paperwork, correspondence, work schedules, payroll, and charges. Check all work orders against Delphi or equivalent meeting scheduling program & review daily activities and charges with Convention Manager.
In conjunction with Audio Visual department, coordinate all major exhibit & technical set-ups, i.e., production companies.
Maintain “Boca Quality” appearance of all areas of the resort, through proper communication with relevant departments: Housekeeping, Food & Beverage, Front Desk, Convention Services etc…
Create & maintain a professional office environment fit for reception of prospective clientele.
Maintain a proper public image.
Expedient answering of a telephone.
Maintain records of Delphi or equivalent meeting scheduling program, consistent & regular training update of new Delphi systems or equivalent meeting scheduling program and reports.
Safe handling of all deposits or monies entrusted.
Ensure proper & timely processing of paperwork to accounting. Complete appropriated paperwork such as scheduling, floor plans, forecasts, P&L variances, etc…
Handle guest complaints/requests appropriately.
5. Working Relationship:
Maintain open communications with all other groups, departments in the division as well as all other divisions with the Resort.
Create & maintain a sound working relationship with all Catering/Convention personnel & develop to their maximum potential.
Keep the Director of Banquet Operations well & often-informed in regards to all group activities.
Participate actively in social events, industry events you & the company will benefit from when required.
Keep the departmental actively evolved in current committees and developments within the Resort.
6. Standard Management Norms:
The Convention Center Manager/Set-up Manager is expected to interface & relate well with peers, division &/or inter-divisional managers & staff.
He/she is to keep well informed & current on industry information as well as local ordinances, state or federal laws, which govern his particular segment of the enterprise.
He/she readily participates actively in management meetings, seminars, civic activities, industry events, attends conventions & makes presentations which may directly benefit his/her professional esteem &/or to the overall credit of his/her department, division & the Boca Raton Resort & Club.
He/she displays a high personal visibility in a mature, professional & decisive manner. Good posture, positive & measured composure would result into an excellent image as a leader.
He/she provides unselfishly his/her expertise, patience, instructional talents both; theoretically & practically to all his/her subordinates on equal terms. He/she therefore ensures perpetual succession of all positions in his/her group/department.
The Convention Center Manager/Set-up Manager schedules himself/herself as required with the optic that the group or department functions are the same efficiency level whether he/she is present or not.
The Convention Center Manager/Set-up Manager is expected to effectively delegate & discharge tasks, responsibilities & commensurate authority. Nevertheless, he/she will remain accountable for the full scope of responsibility without abdication on any or all.
The Convention Center Manager/Set-up Manager is obligate to safeguard any and all confidential information classified as such, i.e., financial, recipes, trade information as applicable. Methods, systems & procedures, these are not to be shared or discussed with outside sources or competitors. It is understood that any & all MSP documentation or other material or equipment conceived or acquired during his/her tenure are and will remain the sole property of the Boca Raton Resort & Club.
Balance of floor supervision, administrative responsibilities, staff member mentoring & hosting of guests. All these must be obtained and maintained on a constant basis.
Perform other related duties as assigned or requested by supervisors/managers.
Must be able to walk, stand, sit, stoop or bend for duration of shift [at least (8) hours].
Some college education preferably within hospitality. Three to five years in high volume, high quality banquet/convention service operation. Additional hotel experience preferred. Personal appearance and grooming commensurate with high profile nature of job. Excellent verbal/written communication skills required. Valid drivers license. Working knowledge of Food and Beverage operations preferred. Must be able to lift 50 pounds.