Job description

Do you love everything to do with weddings? The flowers, linens, watching a happy bride walk down the aisle? Are you interested in working with some of the best professionals in the industry? Do you want to take the next step in your career with one of the most respected venues in the Boston area? If so, read on!

Saphire Event Group, with four boutique venues in the South Shore, is looking for talented, enthusiastic, energetic and passionate individuals to join our incredible team.

Job Purpose:

The Sr. Operations and Event Manager is the Supervisor to all event operations staff and acts as the coordinator between the front of the house and back of the house. Directs all activities of the event adhering to all timelines. This includes set-ups, meal service, clean-up, and preparing for the next event.

ESSENTIAL RESPONSIBILITIES

Responsible for managing events and ensuring event checklists are being executed and all company protocols and policies are being followed by event staff. Responsible for the correct and legal administration of the bar.

DUTIES INCLUDE BUT ARE NOT LIMITED TO

• · Reviews the BEO for accuracy, ensures they are understood, and gets any needed clarifications.
• · Staff events and ensure appropriate staffing levels via Staffmate.
• · Processes payroll for hourly staff via an automated payroll system.
• · Trains and acts as a mentor to hourly Event Managers.
• · Attends weekly BEO and Operations meetings.
• · Executes Event pre-set-up checklist to ensure all equipment and supplies are ordered and arrived on site.
• · Conducts weekly linen inventory and ordering for The Villa
• · Receives and stows linen for assigned venue.
• · Conducts weekly liquor inventory and ordering for assigned venue..
• · Enforces proper pouring procedures and inventory control.
• · Ensures enough change available for the bartender.
• · Verifies all invoices
• · Monitors all pricing from vendors and profit margins.
• · Conducts monthly inventory in conjunction with the culinary department, of all dishes, flatware, and table/food service items.
• · Inspects venue and equipment prior to the event and after the event, to locate any cosmetic repairs or operational issues and reports to the VP of Operations and Building Maintenance. Should be done no later than Wednesday, prior to the event to give enough time for it to be repaired.
• · Conducts payroll time card edits.
• · Coordinates details of the event for food and beverage execution, set-ups, breakdowns, and any assistance with the back of the house.
• · Pre-meal menu training of all wait staff to understand menu items.
• · Works with the HR Manager to get event staff through on-the-job training to provide outstanding service.
• · Assists in conducting new hire tours and training.
• · Assists in getting new hires through the new hire process by enrolling on the time clock, touring the property, training on company procedures, etc.
• · Works with Event Producers to ensure all bridal party requests are met.
• · Executes pre-event set-up checklist to ensure the venue is ready for upcoming events.
• · Works with the Event Producers and Director of Operations to resolve any client issues or complaints.
• · Assists with any reconciling of paperwork and processing of payments at event conclusion.
• · Close and balance cash drawers at bar close.
• · Ensures the bar closing checklist is done by the bartender.
• · Completes all post-event paperwork and recaps.
• · Analyzes event performance of staff and conducts annual reviews.
• · Recruits, interviews, and selects employees to fill vacant FOH and Hourly Event Manager positions.
• · In coordination with HR Manager organizes training programs for employees to update their knowledge of relevant regulations and learn proper food service skills.
• · Maintains excellent interpersonal relationships with clients, guests, and vendors.
• · Maintains a complete knowledge of all menu items.
• · Assists in general office administration including but not limited to filing documents, office organization, answering phones, attending any company meetings, etc.
• · Makes suggestions for improvement to the Director of Operations and Management, this would be on staff performance, training processes, event décor set-ups, and event execution.
• · Creates short-term strategies to manage the increase in demand during peak season, to control labor costs. Monitors line with temp hiring agencies, to hire on the spot as needed to handle demand.
• · Responsible for learning and applying all company policies and procedures.
• · Interacts positively and exudes professional behavior and communications with employees, clients, and vendors to foster and support kindness in the workplace.

SUPERVISORY RESPONSIBILITIES

• This position is the Supervisor over all event staff and is the direct report line for the hourly staff and is responsible for ensuring all SEG policies and protocols are being adhered to by each hat.

EDUCATION & QUALIFICATIONS

• · Must have excellent leadership skills and be able to follow and interpret directions.
• · Able to handle high amounts of stress and ability to multi-task.
• · Previous hospitality industry experience preferred, preferably in a multi-unit venue.
• · Strong understanding of all hourly service jobs including the challenges and rewards of each position.
• · A college degree in hospitality or management is preferred.
• · Computer skills include knowledge of Microsoft Word, Excel, and Outlook.
• · Familiarity with Caterease and Social Tables is a plus.
• · Must be ServSafe and TIPS certified.
• · Must be assertive while maintaining the diplomacy of a good negotiator.
• · Must be organized, creative, and knowledgeable about a variety of religious and cultural customs.

LANGUAGE SKILLS

Must speak English. Spanish is a plus. An excellent ability to communicate, inspire, and lead a team. Has the ability to read, analyze, and interpret legal documents. Has excellent presentation skills. Can build team relationships, emphasizing excellence. Ability to respond effectively to the most sensitive inquiries or complaints.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is required to walk on concrete, grass, and wood for up to 10 hours a day. Must be able to sit for periods of up to 2 hours at a time. The employee must be able to lift a minimum of 50 pounds on his/her own and may be required to lift up to 100 pounds with assistance.

WORK ENVIRONMENT

Shared office environment. During celebrations, there will be loud music and noisy conversations. Must have an excellent ability to multi-task between office, kitchen, and event venue.

HOURS

This is a full-time salary position with a minimum of 45 hours per week in the office. During the event season (April through October) may work up to 60 hours a week. Must be able to work nights, weekends, and holidays.