POSITION DESCRIPTION SUMMARY
This position is responsible for assisting the Private Event Director in all aspects the selling, planning and coordinating all aspects of private event and meeting functions held within the club to achieve the annual private event sales plan.
Responsible for STAR Service to Members/Guest ensuring satisfaction, Member retention, and coordinating with the other Club departments.
ESSENTIAL FUNCTIONS AND ACCOUNTABILITIES
1. Development of a sufficient prospect inventory and maintain a tracking system, to insure on-going contact with existing client base and development of new clients.
2. Responsible for meeting with the clients to determine needs.
3. Utilize independent judgment and appropriate discretion in day-to-day interaction with "A" or "hot" prospects to "close the sale". Get approval from Private Evnet Director and/or General Manager.
4. Maintain a minimum of 20 leads that are in the process of qualifying as a prospect.
5. Networking inside and outside the Club to obtain "leads" and build relationships with new and existing clients.
6. Work with Private Event Director, Executive Chef and General Manager to establish profitable and competitive private event menus that meet the client's needs. Creates and maintains menu packages for all market segments
7. Responsible for updating all menus in club systems. Keeps systems up to date and accurate.
8. Analyzes the requirements of the function and decides type of service necessary; works with published menus or structures menu proposals, draws up contract, procures client's signature, and collects necessary deposit and payments per accounting policy.
9. Maintains all files for Private Event Director(s), Managers and ensures all contracts, procures client's signature, and collects necessary deposit and payments per accounting policy.
10. Manages all accounts with repeat weekly, monthly events. Ensures all policies are followed and member/guest satisfaction levels are met.
11. Assists Private Event Director(s), Manager with all office paperwork including tracking all expenses incurred by the Private Event Department are accurately recorded and are within financial guidelines.
12. Responsible for daily coordination of private events and operations including getting final guests, signature, payments, ordering audio visual, specialty items and distribution of banquet event orders.
13. Obtain feedback from Member/host to insure satisfaction regularly and review private dining rooms and service requirements. React daily to Members requests and concerns regarding food and beverage service for private parties. Provide a "Warm Welcome" for Private Function Hosts and Guests upon their arrival to the Club.
14. Work with Member Relations Coordinator to successfully plan and implement Member events, specials promotions, etc.
15. Oversee event execution and coordinate events the day of, working with banquet captain for private events to ensure the staff successfully executes with efficiency.
16. Assists in creating Quarterly Game Plans to ensure the success of the department.
17. Assist fellow Employee Partners, Members, and guests to ensure delivery of the 3 steps of service without being directed. Be aware of team members and the environment and participate as a member of the team.
18. Notify appropriate Management staff of Member/Guest complaints at the time they occur. Rectify, practicing service recovery any complaints as soon as possible.
19. Become proficient in the use of ClubCater computer system. Insure that all banquet sales in Aloha are accurate and match with Club Cater on daily, weekly, and period basis. .
20. Attendance at all required Food and Beverage Meetings, Employee Partner Meetings and Department Head Meetings.
21. Be visible in the Club during peak operating hours. Meet and greet Members and guests as needed at private functions and at appropriate club events.
22. Assisting with all internal prospecting and marketing programs. These programs include but are not limited to: New Members, Member Milestones, Boards & Committees, Members at Large, Member Guests & Bell Ringers. Such programs should be in place and executed on an ongoing basis.
23. Responsible for working with Marketing, the Private Event Director, General Manager and Regional Private Event Director on promotional material and private event related sections of the club website and social media outlets.
24. Responds to all calls, inquiries and RFP’s with in 24hr hours or sooner. Uncovers needs, scheduled and conducts site tours and create an ultimate sales experience, growing sales.
25. Makes a minimum of 15 outgoing cold calls per week.
1. Because of the fluctuating demands of the Club's operation, it may be necessary that each Employee Partner to perform a multitude of different functions; therefore, as an essential part of your job, you will be expected to help others when the occasion arises, just as other Employees are expected to help you. Accordingly, you may be expected to perform other tasks as needed or as directed.
2. Adhere to all of the various company, club and department written mandatory standards of operations, policies and procedures, manuals, memos, oral instructions, etc., all of which go to make up the essential functions of the job.
3. Responsible for demonstrating good teamwork.
4. Responsible for leading/attendance at all Service Training Meetings as applicable.
5. Follow all service department, club and corporate guidelines and policies as instructed by supervisor, policies and manuals.
6. Professional, impeccable appearance maintained by self and all private event personnel.
7. Responsible for maintaining good conduct and safe working habits while in all areas and assuring that others are acting safely.
8. Attendance at daily line-up and participating as requested.
1. Reports Directly To: General Manager, Private Event Director and/or F&B Director
2. Also Works For: Regional PE Director
3. Other Positions Reporting To This Supervisor: other club and F&B personnel
4. Directly Supervises: Service personnel as applicable
5. Indirectly Supervises: Kitchen personnel
Job Types: Full-time, Part-time
Pay: $20.00 - $27.00 per hour
Expected hours: 30 – 40 per week
Benefits:
- 401(k)
- Dental insurance
- Employee discount
- Health savings account
- Life insurance
- Paid time off
Experience:
- Event coordination: 1 year (Required)
Ability to Commute:
- Escondido, CA (Preferred)
Ability to Relocate:
- Escondido, CA: Relocate before starting work (Required)
Work Location: In person