Banquet Coordinator

March 26, 2024
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Job Description

Primary Responsibilities
• Event Coordination: Coordinate all aspects of banquet events, including receptions, corporate events, and private parties. Work closely with Kitchen team, event planners, decorators, and members to ensure seamless execution of events.
• Venue Management: Manage the booking and scheduling of banquet venues, ensuring availability and proper setup for each event. Coordinate with maintenance and housekeeping staff to maintain cleanliness and appearance of banquet spaces.
• Member Communication: Serve as the main point of contact for members, providing excellent customer service and addressing any inquiries or concerns promptly. Keep clients informed throughout the planning process and ensure their needs and preferences are met.
• Communication of Rules, Regulations, and Banquet Guidelines: It is imperative to effectively communicate all the dos and don’ts of hosting banquets to members. This responsibility holds significant importance as the club has stringent rules governing events, which must not be breached under any circumstances. It is crucial to systematically explain all the rules to the members to ensure adherence and compliance.
• Menu Planning: Collaborate with kitchen staff to create customized menus for events, taking into account dietary restrictions, cultural preferences, and budgetary constraints.
• Staff Coordination: Supervise banquet staff, including servers, bartenders, and setup crews. Ensure staff are properly briefed on event details, protocols, and customer service standards.
• Logistics Management: Coordinate logistics for events, including decoration arrangements, audio-visual setups, and transportation arrangements. Ensure all necessary supplies and equipment are available and properly set up for each event.
• Payment Management: It is essential to oversee the payment protocols for each event, ensuring that all financial transactions adhere to the club’s policies. This includes timely receipt of all advances, including payments for venue rental and food, as well as the final settlement after the event concludes.
• Prepare Function Prospectus & Party Invoice: This responsibility involves meticulously preparing all required documentation, including function prospectuses and party invoices. It is imperative to ensure that these documents are accurately completed and promptly communicated to all relevant departments.
• Budget Management: Assist members in developing event budgets and provide cost estimates for services and amenities. Monitor event expenses and ensure adherence to budgetary guidelines.
• Vendor Management: Establish and maintain relationships with licensing authorities (Excise Dept), empanelled vendors, including decorators, photographers, musicians, and Wine Shops.
• Event Execution: Oversee all aspects of event setup, execution, and breakdown, ensuring that events run smoothly and according to member’s specifications. Address any issues or concerns that arise during events and take proactive measures to resolve them.
• Post-Event Follow-Up: Conduct post-event evaluations with member to gather feedback and identify areas for improvement. Use feedback to continuously enhance the quality of banquet services and exceed client expectations.

Events and Sales Manager