Sales and Event Manager

Brown University

Job Description:

The Brown Dining Services position is primarily responsible for selling event business and working with clients to plan all details of their events, and the effective and timely communication of this information to the operational staff. Assist the Assistant Director of Culinary and Business Operations with the hiring, developing and supervising of full-time service personnel. Assist with the overall approach and strategies in which to advertise and develop membership growth as well as required communications with the Faculty Club Board. Further, elevate and implement the required service levels to ensure high quality related services are provided daily.

Major Responsibility:  Event and Membership sales, coordination of all event details, and event execution; assist with the development of event and membership marketing. – 60%

Supporting Actions:

  • Respond to each inquiry from prospective clients relating to event and membership sales.
  • Guide client through every step of planning event, including recommending menu, room, setup and equipment necessary to help client achieve his/her vision of event, and upsell custom services.
  • Secure arrangements for audio-visual needs, florals, entertainment, kosher meals and other services; monitor receipt of such services, review and approve invoices for payment.
  • Provide detailed cost estimate, obtain applicable deposits and required pre-payments.
  • Track inquiries to recapture potential business and follow up in an effort to secure all potential bookings.
  • Coordinate all details for event execution, communicating needs to the culinary team, relevant Brown departments (e.g. Facilities, Media Services) and external vendors.
  • Ensure all BEO’s and hospitality forms are completed, approved by the client and distributed properly.
  • Support and assist with executions of events including but not limited to
    • checking setup execution
    • contacting client coordinator and ensuring expectations are met.
    • being present for high visibility events
  • Track beverage consumption, guest counts and required additions for billing.
  • Prepare all details for final bill and ensure member deposits and payments are recorded accurately.
  • Process end of month event closing and generate monthly sales report.
  • Share post-event feedback with team.
  • Develop and implement tools to benchmark our services and prices against competitors.
  • Track room utilization and lost bookings.
  • Create and implement selling and tracking tools to extract maximum revenue per sale.
  • Prepare service menus and QR codes for a la carte lunch seasonally, three to four times annually.
  • Create customized beverage vouchers for private event guests utilizing Barbara’s Bar.
  • Provide appropriate professional signage for incoming guests; create diagrams and floor plans for required events for staff utilization.
  • Purchase specialty items for events; maintain required documentation and verify Purchase Card (PCard) transactions monthly.
  • Support management team with the development of marketing materials and creative ideas as well as methods in which to increase member sales revenue.
  • Assist with tracking of sales data and other relevant information to support the Club’s operations.

Major Responsibility: Train, monitor and maintain strict adherence to policies for selling and invoicing of all client events. Assist with all facets of the food and beverage software on the Private Event and POS system to ensure accuracy of all daily specials regarding pricing and correct billing, event sales and monthly statements for clients. Assist with all features of the Northstar Campaign marketing module and the Club’s Drupal 8 website. – 15%

Supporting Actions:

  • Maintain competency with and responsibility for Northstar Private Event and POS system.
  • Assist with staff training in POS system use, PCI compliance and cash-handling procedures.
  • Oversee as required all beginning, close of shift sales reports, and perform reconciliations.
  • Confer directly with the Financial Coordinator to complete all other POS reports to ensure timely closing of the month and all year-end reports.
  • Assist as needed to act as a liaison with our POS hardware/CIS contact to ensure accuracy of reporting, pricing and other related information for our members and guests.
  • Execution of Campaigns electronically to members promoting daily specials and Club special events.
  • Provide accurate and detailed information on the Club’s website of all current menus, hours of operation and member notices.
  • Assure productive use of technology in all areas of business.

Major Responsibility:  Assist the Assistant Director of Culinary and Business Operations with managing all aspects of the Club’s activities to ensure the highest standards of quality for all services provided by the Club are maintained – 10%

Supporting Actions:

  • Assist the Chef with menu development, assist in the monitoring and ensuring compliance with, purchasing policies and procedures; assist in developing systems and procedures to ensure consistent high-quality preparation and service of food and beverages.
  • Establish standards for event merchandising and service.
  • Assist in overseeing inventory, receiving, storage, issuing, preparation and control of all products, supplies and equipment.
  • Emphasize safety and prevention through training, inspection and preventive enforcement.
  • Train, monitor and maintain strict guidelines on servicing guests with food allergens.
  • Implement systems to continually improve customer satisfaction.

Major Responsibility:  Serve as Manager-on-Duty. – 10%

Supporting Actions:

  • Professionally meet, greet, welcome, and acclimate all guests.
  • Execute lead, orient, and direct staff daily to ensure menu expertise, accuracy of beverage consumption counts, room assignments, effective guest relations and maintenance of high service, safety, and sanitation standards.
  • Assist as needed to train, supervise, empower, motivate, and direct all assigned service personnel, including union hourly associates, Brown student servers, and part-time servers and bartenders.
  • Create and maintain a cohesive, unified team environment that provides exceptional guest services, as well as properly plans and prepares for next shift.
  • Assist management in maintaining proper appearance and security of building, patio and all public or adjoining areas of the Club always.

Major Responsibility:  Oversee inventory controls in the following areas: linen, staff uniforms, aprons and culinary towels, service shopping list, office products/frames/signage, and any other inventories directed seasonally by the Assistant Director of Culinary and Business Operations – 5%

Supporting Actions:

  • Order, maintain and distribute supplies for staff to use as tools for daily operations.
  • Create seasonal pars of rented linen inventories.
  • Ensure linen inventory is conducted on a weekly basis and additional linen ordered.
  • On a yearly basis, research comparative costs of linen and recommend need to rebid.
  • Oversee the front of house, service personnel shopping list (specified items for ensuring no run outs of over 40 items; e.g. tea, coffee, sterno, etc.) is current and viable for weekly inventories.

Job Qualifications and Competencies:

  • HRI or Food Service Management degree or equivalent combination of education and experience.
  • Minimum of 3 years’ experience as a manager in the hospitality field.
  • Experience in Fine Dining, Private Club Management, Country Club Management, high-volume operation and/or union environment preferred.
  • Strong knowledge of fine dining etiquette, high quality foods and beverages.
  • Demonstrated professionalism, enthusiasm and ability to engage membership and Brown community.
  • Demonstrated strength of character and strong leadership, organization and motivational skills.
  • Proven track record of dependability and a strong work ethic.
  • Excellent written and oral communication skills.
  • Competent in Microsoft Office Suite.
  • Displays professional appearance and demeanor at all times.
  • Strong customer service orientation.
  • RI Food Safety Certification is preferred; willingness to obtain such certification upon hire is required.
  • Responsible Alcohol training preferred; willingness to obtain such certification upon hire is required.
  • Food Allergies and Celiac Disease training preferred; willingness to obtain such certification upon hire is required.
  • Demonstrates willingness to work as required for key special events, relief of other managers, and as expected to meet operational demands.
  • Possesses a willingness and ability to promote an inclusive and diverse campus community.

Physical Qualifications:

  • Requires ability to read
  • Must remain in stationary position for long periods of time at desk or computer
  • Requires moving around campus
  • Requires occasionally standing, sitting, walking; using hands to finger, handle, or feel objects, tools or controls; reaching with hands and arms; climbing stairs; hearing; talking
  • Requires frequently moving about inside the office to access printer, files, and other materials/equipment
  • Operates a computer and other office equipment
  • Lift/carry/push/pull typically 20 to 50 pounds
  • Careful use of chemicals

This position is an on-site only position. It is not eligible for remote of hybrid status.

All offers of employment are contingent on a record and education check satisfactory to Brown University.

Recruiting Start Date:
2024-01-08

Job Posting Title:
Sales and Event Manager

Department:
Dining Services

Grade:
Grade 9

Worker Type:
Employee

Worker Sub-Type:
Regular

Time Type:
Full time

Scheduled Weekly Hours:
40

Position Work Location:
Onsite

Submission Guidelines:
Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.

Still Have Questions?
If you have any questions you may contact employment@brown.edu.

EEO Statement:
Brown University is an E-Verify Employer.

As an EEO/AA employer, Brown University provides equal opportunity and prohibits discrimination, harassment and retaliation based upon a person’s race, color, religion, sex, age, national or ethnic origin, disability, veteran status, sexual orientation, gender identity, gender expression, or any other characteristic protected under applicable law, and caste, which is protected by our University policies.

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