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Special Events And Banquet Coordinator

The Club at UK's Spindletop Hall

This is a Full-time position in Lexington, KY posted June 10, 2021.

SPECIAL EVENTS AND BANQUET COORDINATOR

Special Events: Responsibilities

• Be the point of contact for questions, inquiries and concerns regarding Member requested special events and answer all emails and calls related to catering of special events the same day.

The first day back if the enquiry comes on a day off

• Arrange meetings and tours of available spaces

• Booking all Member hosted and/or sponsored catered functions; meetings, lunches, dinners, picnics and all other variations of special events

• Sends every Member a Proposal of Service and a Contract; then following up within ten days that signed contract was received

• Communicate weekly with Wedding Coordinator and Member Services Director regarding available spaces

• Maintains an accurate record of deposits received on all events

• Compiling and distributing weekly function sheets for all Managers

• Facilitates weekly sheet reading meeting

• Maintains an accurate and accessible system of organization for all private function information

• Accurate record keeping of signed contracts for all private events

• Coordinating with the Member Accounts Manager to ensure that all private functions are properly billed

• Data entry into the EMS Catering Software and produce BEOS

• Timely communication of all changes/updates to all private function sheets

• Creates sales opportunities to promote The Club and all special events

• Maintain communication with UKAA to bring in UK events

• Manage UK Departmental Memberships

• Enter all new memberships into EMS

• Design and update Special Events and Holiday Guides annually

• Other duties as required to insure Spindletop is recognized for excellent private function services

Banquet Coordinator Responsibilities:

• Responsible for facilitating excellent customer service to all Club Members and their guests

• Responsible for training all service staff in accordance with Club policies, standards and service philosophies

• Maintaining Mansion in a “tour ready” state at all times

• Supervises staff and provides performance feedback to the Management

• Ensuring that at all rooms are correctly and neatly set according to each specific function sheet

• Must be skilled in a la carte in accordance with Club service philosophies

• Must have extensive food and beverage knowledge

• Must have a thorough understanding of wine and wine service

• Supervision of service staff at all times.

This includes checking servers out after shifts and making sure side duties are completed.

• Facilitating service by acting as a liaison between Management and servers to ensure that the service staff has appropriate supplies and wares needed for excellent service to our members and guests.

• Checks service staff for proper uniforms and cleanliness of uniforms.

• Service Captain should take appropriate action to assure servers represent the Club well

• Facilitate good communication between service staff and kitchen staff

• Maintains professional standards in accordance with Club goals

• Thorough knowledge of ClubEssential POS

• Training and Supervision on the Service Captain or any temporary(co-captains)

• Additional duties may be required to ensure the smooth operation of the Club as needed to best serve the organization

• Weekly Linen Order

• Grow into a regular, trusted, key holder position and secure house at end of shift on selected evenings

Knowledge Requirements:

• Educational/Professional Requirements: Certified Food Service Manager as required by the Lexington Fayette Urban County Government Health Department

• Prior restaurant experience and/ or College Degree

• Basic computer knowledge of Microsoft and Excel

• Successful completion of Captain training

• Successful completion of Alcohol Awareness Training
Skill Requirements:

• Supervisory and Leadership skills, Organizational skills, Problem Solving skills, Time Management skills
Physical Requirements:

• Standing/ walking around required 100% of the time while executing banquet events

• Ability to lift a maximum of 50 lbs.

and a minimum of 15 lbs.

• Frequency of carrying constantly

• Ability to twist, reach and lift constantly

• Climb stairs

• Must be able to read, write and speak English
General

• Helps produce a P & L Statement for each Wedding and each Special Event

• Other duties as assigned
Required Qualifications

• Bachelor’s degree in event planning, hospitality or communications preferred

• 1-2 years of previous wedding/event planning experience

• Experience with event planning software is preferred.

We use EMS

• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers

• Able to collaborate and work in a team environment to meet goals

• Energetic and flexible.

Able to step in and help other departments when necessary

• Excellent computer proficiency (MS Office – Word, Excel and Outlook)

• Must have good organization skills
Benefits

• Competitive Salary, Health, Dental, and Vision Insurance, Vacation and Sick Time, Employee Meals, Opportunities for Advancement, Safe Family Friendly Environment

Please reply with your thoughtful cover letter and resume for immediate consideration.

Information may be sent to mattpost@spindletophall.org

Job Requirements:

SPECIAL EVENTS AND BANQUET COORDINATOR

Special Events: Responsibilities

• Be the point of contact for questions, inquiries and concerns regarding Member requested special events and answer all emails and calls related to catering of special events the same day.

The first day back if the enquiry comes on a day off

• Arrange meetings and tours of available spaces 

• Booking all Member hosted and/or sponsored catered functions; meetings, lunches, dinners, picnics and all other variations of special events

• Sends every Member a Proposal of Service and a Contract; then following up within ten days that signed contract was received

• Communicate weekly with Wedding Coordinator and Member Services Director regarding available spaces

• Maintains an accurate record of deposits received on all events

• Compiling and distributing weekly function sheets for all Managers

• Facilitates weekly sheet reading meeting 

• Maintains an accurate and accessible system of organization for all private function information

• Accurate record keeping of signed contracts for all private events

• Coordinating with the Member Accounts Manager to ensure that all private functions are properly billed

• Data entry into the EMS Catering Software and produce BEOS

• Timely communication of all changes/updates to all private function sheets

• Creates sales opportunities to promote The Club and all special events

• Maintain communication with UKAA to bring in UK events

• Manage UK Departmental Memberships

• Enter all new memberships into EMS

• Design and update Special Events and Holiday Guides annually

• Other duties as required to insure Spindletop is recognized for excellent private function services    

Banquet Coordinator Responsibilities:

• Responsible for facilitating excellent customer service to all Club Members and their guests

• Responsible for training all service staff in accordance with Club policies, standards and service philosophies

• Maintaining Mansion in a “tour ready” state at all times

• Supervises staff and provides performance feedback to the Management

• Ensuring that at all rooms are correctly and neatly set according to each specific function sheet

• Must be skilled in a la carte in accordance with Club service philosophies

• Must have extensive food and beverage knowledge

• Must have a thorough understanding of wine and wine service

• Supervision of service staff at all times.

This includes checking servers out after shifts and making sure side duties are completed.

• Facilitating service by acting as a liaison between Management and servers to ensure that the service staff has appropriate supplies and wares needed for excellent service to our members and guests.

• Checks service staff for proper uniforms and cleanliness of uniforms. 

• Service Captain should take appropriate action to assure servers represent the Club well

• Facilitate good communication between service staff and kitchen staff

• Maintains professional standards in accordance with Club goals

• Thorough knowledge of ClubEssential POS

• Training and Supervision on the Service Captain or any temporary(co-captains) 

• Additional duties may be required to ensure the smooth operation of the Club as needed to best serve the organization

• Weekly Linen Order

• Grow into a regular, trusted, key holder position and secure house at end of shift on selected evenings  

Knowledge Requirements:

• Educational/Professional Requirements: Certified Food Service Manager as required by the Lexington Fayette Urban County Government Health Department

• Prior restaurant experience and/ or College Degree

• Basic computer knowledge of Microsoft and Excel

• Successful completion of Captain training

• Successful completion of Alcohol Awarene