Event Director - Claudio's Restaurant : Job Details

Claudio's mission is to enrich the lives of our guests and our employees. We can accomplish this through creating a superior environment. This includes the design of our facility, our selection of equipment, our team member training and the quality of our food and beverages and exceptional customer service. The success of our operation could not be possible unless we maintain a solid foundation of growth, cost controls and a strong strategy of marketing, public relations, and community outreach. We believe that our employees are our most important resource, and our success depends upon creating and retaining a staff capable of delivering an exceptional dining experience to every customer, every time.DUTIES & RESPONSIBILITIES:

• Assist with all levels of client correspondence, vendor contracts negotiation, and mass-written communication with clients and vendors.
• Manage departmental forecast, payroll and scheduling of staff.
• Operate independently and take responsibility for prospect identification and solicitation, proposal development, and coordination of internal activities.
• Coordinate all event functions as per contract. Customize the selling approach to the meeting planner's needs. Specialize food and beverage programs by acting on preferences, upselling menus, and adding additional F&B functions.
• Assist clients to work within the group's budget when required without compromising the profitability
• Organizes, promotes, and maintains collaborative working relationships with key leadership, staff, and management.
• Directly support the staging of events to minimize the impact on guests and facilities in coordination with the outlets. Assist all clients with day of details - coordinating set-up, traffic, timeline, food service, decorations, and clean-up.
• Verify that a deposit has been received and posted for all groups.
• Demonstrate appropriateness in responding to clients.
• Constantly communicate with all other department heads verbally and in writing.
• Work with Executive Chefs to create and update banquet menus and custom menus when necessary
• Run BEO meetings to review contracts for in-house or upcoming offsite.
• Attend weekly Ops meetings to review upcoming BEO's and answer any questions that Operations may have.
• Follow up on all changes, additions, pop-ups, cancellations, or special requests promptly and ensure that all relevant information is communicated to all operating departments concerned accurately and timely.
• Maintain monthly closeouts of Completed Events, maintain all invoices and backup. Review the booking recap to ensure all revenue totals match; otherwise, verify and adjust invoices accordingly.
• Maintain and update sales decks, seasonal menus, etc.
• Oversee beginning of events to ensure smooth execution
• Greet client during set up or at time of event
• Create upcoming events calendar and distribute to all management
• Research city wide conventions to identify opportunities for events (Cold Calls/Cold Emails)
• Maintain fiscal responsibility for budgeted goals
• Rental and return of event equipment to vendors where applicable
• Ensure insurance, legal, health and safety obligations of event
• Go over BEOs with the client for any last-minute changes. Communicate the latest information to all operating departments concerned promptly.
• Promote and follow the departmental service basics and company philosophy.
• Oversee and follow up with the client during all phases of the program in-house to ensure the client's satisfaction with all arrangements.
• Call to obtain feedback within 24 hours for local clients or 72 hours for out-of-state/overseas clients and send thank you letter.
• Provide lateral service to other departments as and when such needs arise, specifically within the Marketing Department.
• Spearhead Happy hour and Concierge programs, managing schedule of drops and maintaining tracking spreadsheet.
• Assist Management in projects or other matters as required including floor shifts.
• Obtain permitting and necessary city documentation if needed
• Responsible for coordination of outside event services such as security, florals, cakes, DJ's, step and repeats, photographer, etc.
• Coordinating and managing all charity and marketing events with the chef and management teams
• Organization and execution of in-house marketing promotional events
• Attend Networking Events and join local catering, meeting associations.
• Update and manage social handles.
• Update and manage all graphics.
• Attend all marketing events to ensure clients are added to database and increase awareness.
• Help manage PR to ensure we get right placements.
• Meet or exceed all departments and individual financial goals by maximizing revenues at all opportunities. .
• Provide the highest standards of service
• Performs other related duties as assigned.

REQUIRED SKILLS & ABILITIES:

• Demonstrate experience and/or commitment to working effectively with individuals from diverse backgrounds, in support of an inclusive and welcoming environment
• Write precise, well-organized emails, letters, and proposals while consistently displaying accuracy and attention to detail
• Communicates effectively 1:1, in small groups and in public speaking events to various constituent groups
• Able to reconcile event invoices and assist with payment management
• Evaluate event packages to ensure quality, cost effectiveness, and monitor event trends to ensure relevance in the industry
• Initiate, develop, and implement action plans for product, service, and revenue improvements.
• Ability to develop professional relationships that result in consistent, reliable and courteous communication with stakeholders and vendors
• Thorough knowledge of sales and event software.
• Ability to prepare, track, control, and analyze budgets.
• Proven negotiation skills
• Highly organized and able to handle multiple deadlines.

EDUCATION & EXPERIENCE:

• Bachelor's degree plus at least 5+ years of supervisory experience and experience in events industry or 8+ years in supervisory and event management positions.
• 5 years of Sales, Catering, and/or Food and Beverage service experience in the hospitality industry is required.
• Strong interpersonal skills.
• Strong financial acumen.
• Professional verbal and written communication with guests, employees, vendors, and ownership.
• Must be organized, self-motivated, and proactive with a strong attention to detail.
• Must be able to work and remain focused in a fast-paced and ever-changing environment.

SUPERVISORY RESPONSIBILITIES:

• Overseeing departments to facilitate communication and ensure success

PHYSICAL REQUIREMENTS:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• Ability to work a flexible schedule inclusive of varying shifts such as days, evenings, weekends and holidays.
• Flexibility and willingness to adapt to ongoing changes. Open availability including nights, weekends and holidays.