Banquet and Spa Coordinator Job in Terre Haute 47804, Indiana US

Job Description

Summary of Position: 

BANQUET-Promote, price, plan, coordinate and supervise the execution of all special party, banquet and event functions. Ensure that customer requirements and specs are adhered to and that functions run smoothly, efficiently and profitably.

SPA- Oversee employees and independent contractors and coordinate the planning,organizing, necessary to achieve stated objectives in sales, costs, and budgets.

Banquet Duties & Responsibilities: Prior to Event

• Answer incoming calls pertaining to events and the Landing.


• Solicit and promote special event business through advertising, cold-calling, contacting past customers, relationships with local businesses and other cost-effective activities.


• Develop and maintain an updated and detailed price sheet of all billable products and services that accurately reflects today’s costs and the company’s profit objectives.


• Negotiate final pricing per owners guidelines, prepare contracts and secure customer signatures.


• Collect deposits as required per contract.


• Document final arrangements with clients on function sheet. Obtain all specifications and pertinent information concerning the event, including but not limited to, number attending, schedule of events and menu.


• Regularly review upcoming events function sheets and have thorough understanding of all requirements of upcoming scheduled events.


• Prepare and post weekly event schedules and inform Catering incharge to ensure a sufficient number of staff.


• Prepare all required paperwork, including forms, reports and schedules in an organized and timely manner.


• Provide special events staff with a copy of each function sheet to gain a thorough understanding of event specifications prior to the function.


• Requisition or obtain equipment and supplies needed for each event, ensuring that they meet customer expectations and requirements.

BANQUET DUTIES & RESPONSIBILITIES:  Day of event

• Duties listed below are for the day of the event and B & S coordinatormust be present for the event, if not be able to present, need to inform owner.


• Inspect event room prior to the start of each function – check room setup, menu, service staff, etc. conforms to function sheet.


• Greet customers prior to the start of each function and be present throughout the event if necessary to assist where needed.


• Periodically check with customer to ensure satisfaction and respond to any requests.


• Continually observe, direct and assist staff where necessary during the entire event. Ensure that all the details as per the functions sheet are performed.


• Prepare and complete an accurate bill for the customer at the completion of the function and collect final payment when necessary. If another payment arrangement has been made, have the terms noted on the bill

SPA Duties & Responsibilities:

• Understand completely all policies, procedures, standards, specifications, guidelines and training programs.


• Ensure that payroll is planned ahead per budget and being controlled as per planned.


• Ensure that vendors are delivering per orders after best possible pricing is negotiated.


• Achieve company objectives in sales.


• Control cash and other receipts by adhering to cash handling and reconciliation procedures in accordance with spa policies and procedures.


• Make employment and termination decisions after discussing with Landing Owner.


• Prepare a monthly report of all sales, inventory, cost of goods for the prior month by month end.


• Prepare all required paperwork, including forms, reports and schedules in an organized and timely manner.


• Ensure after each payroll period, that it was as per budget and that independent contractors were correctly compensated.


• Ensure that all products are received in correct unit count and condition and deliveries are performed in accordance with the spa’s receiving policies and procedures.


• Oversee and ensure that all independent contractors are using the products wisely and as per budget decided without any wastage.


• Schedule labor as required by anticipated business activity while ensuring that all positions are staffed when and as needed and labor cost objectives are met.


• Fully understand and comply with all federal, state, county and municipal regulations that pertain to health, safety and labor requirements of the spa, employees, independent contractors, and guests.


• Develop, plan and follow through on budgeting for marketing, advertising and promotional activities and campaigns.


• Track gift certificate sales and redemption.


• Make sure cash drawers are all being balanced and take responsibility of depositing money into safe deposit every day.


• Be very familiar with the computer operating system for the facility.


• Oversee front desk staff.


• Create weekly work schedule for hourly employees and availability of independent contractors to provide services to guests and update actual versus projected schedule


• Create and review daily reports prepared by the receptionist, including daily sales, bank deposits, independent contractor transaction report, gift cards purchased and redeemed; daily tip log, credit card batching


• Keep track of any cash purchases such as detergent, light bulbs, paper towels, toilet paper, tea light candles, etc…


• Open all incoming mail, pay utilities on-time, keep track of inventory purchased including retail and professional supplies for spa


• Verify and monitor sales and usage of spa products to maintain accurate count of inventory, and oversee ordering of back bar.


• Maintain a high level of customer service and consistently meet and exceed customer expectations


• Quickly resolve any complaints fairly and in the best interest of the business, the client, and the independent contractors


• Consistently obtain feedback through feedback forms and phone calls from clients to verify consistency and quality of services performed at the spa and get any suggestions for improvement. 


• Work with the independent contractors to help grow their business and the spa’s, resolve any interpersonal issues among the contractors


• Marketing—attend local events such as bridal shows, health fairs, Girls Night Out at Clabber Girl, etc…, create and maintain spa fan page and spa friend page, and strive to increase the numbers; maintain website; update website of any discounts offered; ensure sending out  weekly constant contact e-mail


• Training— Show newly hired independent contractors policies and procedures


• Recruit and hire new contractors and let go of poor performing contractors


• Coordinate with and market Spa to the bride and groom, the wedding party and banquet customers.

Qualifications:

• Have knowledge of service and food and beverage, generally involving banquet/event positions.


• Be able to communicate and understand the predominant language(s) of the banquet industry and spa industry.


• Have knowledge of customer service and various services performed by independent contractors and local competition, and generally involving spa business.


• Possess excellent basic math skills and have the ability to operate a cash register or POS system.


• Have knowledge of basic website management, e-mail communication and security,desktop publishing for marketing,designing brochures and advertisement.

• Be able to work in a standing position for long periods of time (up to 8 hours).


• Be able to reach, bend, stoop and occasionally lift up to 50 pounds.