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?
4. Administration:
* 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.
EOE/M/F/V/D |
