Assistant Director of Events Operations

Company: Rosewood Hotel Group
Location: Santa Barbara
Posted on: September 19, 2022

Job Description:

Job Title

Assistant Director of Events Operations

Education

High School

Location

Rosewood Miramar Beach Montecito - Santa Barbara, CA US (Primary)

Career Level

Department Head B

Category

Food & Beverage Administration

Job Type

Full-time

Compensation Currency

USD

Travel

Job Description

Begin Your Rosewood Journey

We believe that life is made of many journeys: inspiration, wonderment, curiosity, or the simple joy of discovering something new every day. If you share the same sentiment, then this opportunity is for you.

Rosewood Miramar Beach is looking for an Assitant Director of Events Operations to join our Banquet and Events Team!

Overview

To assist the Director of Events Operations in managing and supervising all aspects of the Operations Department and areas in which events take place so that company standards are achieved and maintained in respect of quality, volume, and service. Directs, assists, implements, and maintains a service and management philosophy of exceptional guest service.

Essential Duties and Responsibilities

• Support the role of the Director of Events Operations in their absence and take full accountability and responsibility for all aspects of the Banqueting operation.
• To inform the Director of Events Operations of any or all issues relating to the efficient running of the department.
• Ensure that all Rosewood associates fall in line with the company guidelines.
• Maintain complete knowledge and comply with all departmental policies, service procedures, and standards.
• Conduct any on-the-job training for new associate members and ensure company standards are achieved. Also, ensure that all new associates complete a departmental induction.
• Communicate performance expectations in accordance with job descriptions for each position and monitor progress.
• Conduct performance appraisals, coach and counsel associates, and handles progressive disciplinary procedures as required.
• Encourage associates to be creative and innovative, challenging and recognizing them for their contribution to the success of the operation.
• Conduct any on-the-job training for new associate members and ensure company standards are achieved. Also, ensure that all new associates complete departmental training.
• Communicate performance expectations in accordance with job descriptions for each position and monitor progress.
• Encourage associates to be creative and innovative, challenging and recognizing them for their contribution to the success of the operation.
• Provide exceptional service and ensure guest satisfaction with event experiences.
• Manage a team of food and beverage professionals ensuring brand standards and required sequence of service components are executed with precision.
• Maintain complete knowledge and strictly abide by state liquor regulations, particularly those prohibiting service to minors, intoxicated persons, and drunk driving.
• Check storage areas for proper supplies, organization, and cleanliness. Instruct designated personnel to rectify any cleanliness/organization deficiencies.
• Establish par levels for supplies and equipment. Complete requisitions to replenish shortages or additional items needed for the anticipated business.
• Review sales for the previous day; resolve discrepancies with accounting. Track revenue against budget.
• Prepare weekly work schedules in accordance with the department's labor standards and forecasts. Adjust schedules throughout the week to meet business demands.
• Manage and direct all F&B associates.
• Conduct a daily pre-shift meeting with staff and review all information pertinent to the day's business.
• Attend daily and weekly division and hotel meetings and cascade information to the team where appropriate.
• Attend any BEO or hotel operational meetings that are required in relation to executing events.
• Ensure that all items relevant to the event are posted in InfoGenesis and Delphi for accurate invoicing.
• Introduce himself/herself to the organizer of each event, explaining that they oversee their function and how the organizer can find them, should they require anything.
• Ensure that any lapses in service are dealt with efficiently and to the guest's satisfaction, with the minimum of fuss, and that the Director of Events Operations is informed.
• Take responsibility for any last-minute changes the organizer may make and act upon them.
• Act on any additional requests made by the Events Management in the interest of our client's requirements or company standards.
• Ensure that all hotel, company, and local rules, policies, and regulations relating to financial record keeping, money handling, and licensing are adhered to, including the timely and accurate reporting of financial information.
• Monitor equipment maintenance and report any issues and repairs that may need to be carried out.
• Analyze monthly defect and service quality issues and prepare a detailed action plan to reduce them.
• Inspect grooming and attire of staff; rectify any deficiencies.
• Be able to confidently analyze and participate in weekly labor meetings
• Ensure that staff report to work as scheduled. Document any late or absent employees in accordance with the attendance policy.
• Coordinate proper breaks for staff.
• Constantly monitor staff performance in all phases of service and job functions, ensuring that all procedures are carried out to departmental standards; rectify any deficiencies with respective personnel.
• Assign work and side duties to staff in accordance with departmental procedures. Communicate additions or changes to the assignments as they arise throughout the shift. Identify situations that compromise the department's standards and delegate these tasks.
• Monitor the preparation of station assignments, ensuring compliance with departmental standards.
• Inspect, plan, and ensure that all materials and equipment are in complete readiness for service; rectify deficiencies with respective personnel.
• Inspect table set-ups; check for cleanliness, neatness, and agreement to departmental standards; rectify deficiencies with respective personnel.
• Inspect all aspects of the event space environment, ensuring compliance with standards of cleanliness and order. Direct respective personnel to rectify deficiencies.
• Anticipate guests' needs, respond promptly, and acknowledge all guests, however busy and whatever time of day. Always promote positive guest relations.
• Be familiar with all hotel services/features to respond accurately to any guest inquiry.
• Monitor and handle guest complaints by following the six-step procedures and ensuring guest satisfaction.
• Monitor and maintain cleanliness and working condition of departmental equipment, supplies, and work areas.
• Complete work orders for maintenance repairs and submit them to Engineering. Contact Engineering directly for urgent repairs.
• Document pertinent information in department event recaps.
• Complete all paperwork and closing duties in accordance with departmental standards.
• Create and maintain a positive collaboration between other outlets, vendors, and corporate/ownership teams.
• All other duties as required.
  
  Confidentiality
  
  • While working for the company, there will be access to a wide variety of confidential information concerning the company, guests, and associates. It is vital that all such information remains confidential and must not be disclosed to anyone outside the company, guests, and associates unless otherwise stated.
    Other
    
    • Comply and adhere to the Rosewood company policies.
    • Take on other tasks in addition to the ones stated in a reasonable framework.
    • Be a "brand ambassador" at all times and ensure brand integrity and clarity are always maintained.
    • Model the company's culture, vision, mission, and core values at all times.
    • While this job description is intended to be an accurate reflection of the duties involved in this position, the Company reserves the right to add, remove or alter duties when business need dictates.
    • As the hotel's level of business varies considerably, there is a need for flexibility in attitude, approach, and working hours.
      
      About Rosewood Miramar Beach
      
      Rosewood Miramar Beach features 161 ultra-luxury guestrooms across 16 acres, including a glamorous Presidential Residence, a Bridal Suite, and multi-bedroom family bungalows nestled among rolling lawns and mature landscaping. Guests are treated to estate-style service, entirely personalized to complement their every need. Amenities include an oceanside bar and restaurant with an outdoor terrace, a signature restaurant, two swimming pools, a Sense - spa, a state-of-the-art fitness center, a beach club, and a screening room. In addition, the resort offers 12,000 square feet of indoor and outdoor event space, including a 6,000-square-foot ballroom.
      
      Competitive Benefits
      
      • Medical
      • Dental
      • Vision
      • Short-Term & Long-Term Disability
      • Life Insurance
      • Retirement benefits
      • Complimentary Room Nights
        
        Connect with us
        
        • LinkedIn: https://www.linkedin.com/company/rosewood-hotels-&-resorts
        • Facebook: https://www.facebook.com/RosewoodMiramar
        • Instagram: https://www.instagram.com/rosewoodmiramar
          
          Job Requirements
          
          General Skills
          
          Must be able to perform job functions with attention to detail, speed and accuracy; prioritize, organize, and follow up; be a clear thinker, remaining calm and resolving problems using good judgment; follow directions thoroughly; understand a guest's service needs; work cohesively with co-workers as part of a team; work with minimal supervision; maintain the confidentiality of guest information and pertinent hotel data.
          
          Technical Skills
          
          • Thorough understanding of financial reports, including labor; ability to effectively direct and manage all facets of the operation.
          • Demonstrate project management experience in organizing, planning, and executing large-scale projects from conception through implementation.
          • Demonstrated experience in leading and developing people and the ability to establish rapport and/or influence and gain an understanding of others.
          • Ability to lead a team; flexibility with work schedule.
          • Ability to enforce hotel's standards, policies, and procedures with all kitchen personnel; ability to prioritize, organize and delegate work assignments.
            • Ability to direct performance of Outlet associates and follow up with corrections where needed; ability to motivate associates and maintain a cohesive team.
            • Ability to promote positive work relationships with service personnel and other departments.
            • Ability to ascertain associates' training needs and provide such training; ability to work well under the pressure of organizing and attaining production schedules and timelines.
            • Ability to maintain good coordination; ability to transport cases of received goods to the workstations; ability to transport pots and pans of food from storage/prep areas to the serving line
            • Ability to work an 8-12 hour shift, 5-7 days per week, in noisy and sometimes close conditions.
            • Ability to work with all products and food ingredients involved; ability to use all senses to ensure quality standards is met; ability to differentiate dates; ability to operate, clean, and maintain all equipment required in job functions
              
              Language
              
              Required to speak, read and write English, with fluency in other languages preferred.
              
              Physical Requirements
              
              • Must be able to exert physical effort in transporting 20 pounds, endure various physical movements throughout the work areas, reach up and down, remain stationary at times throughout work periods, and satisfactorily communicate with guests and co-workers to their understanding.
              • Restaurant Environment - constantly exposed to heat, high cold, slippery surfaces, and appliances such as stove, oven, dishwasher, cooking top, as well as housekeeping and cleaning tools.
                
                Work Management
                
                • Ability to manage multiple tasks
                • Can meet deadlines
                • Thinks globally
                  
                  People Management
                  
                  Creates a work environment that:
                  
                  • Energizes, motivates, and supports employees
                  • Foster a climate of open communication, trust, and respect
                  • Encourages team behavior
                  • Effectively communicates with all levels
                    
                    Other/Attributes
                    
                    • Passionate and dedicated
                    • Is patient yet persistent
                    • Culturally aware and sensitive
                      
                      Qualifications
                      
                      • Diploma/Some College or an equivalent combination of education and work-related experience.
                      • Must have current and valid Food Handler's Certification and RBS certification required
                        
                        Experience
                        
                        • Minimum two years experience as an Event Operations Manager
                        • Experience with a luxury or ultra-luxury property or brand preferred
                          
                          Rosewood Miramar Beach requires all associates to be up to date on their COVID-19 vaccination, including receiving a booster if eligible. Accordingly, applicants will be required to submit proof of vaccination prior to beginning employment and may only begin employment if fully vaccinated. In accordance with the law, Rosewood Miramar Beach will accommodate applicants and employees who cannot be administered the COVID-19 vaccine for medical or religious reasons, if to do so would not be an undue hardship. Applicants should contact anita.kwok@rosewoodhotels.com if they have questions about this requirement or wish to request an accommodation under the law.
                          
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Keywords: Rosewood Hotel Group, Santa Barbara , Assistant Director of Events Operations, Executive , Santa Barbara, California