Event Services Supervisor

2 weeks ago

Cape Town, South Africa Protea Hotels Full time

POSITION SUMMARY

Our jobs aren’t just about setting up tables and chairs for our guests to use during a banquet or meeting. Instead, we want to create an atmosphere that is memorable and unique. Our Event Support Expert takes the initiative and delivers a wide range of services that allow our events to go off without a hitch. Whether setting up and breaking down materials, transporting supplies, stocking bars and action stations, or anything in between, the Event Support Expert plays a key role in making our events run flawlessly. Ensure staff is working together as a team. Communicate with guests, other employees, or departments to ensure guest needs are met. Respond to and try to fulfill any special banquet event arrangements. Inspect banquet area/room, ensuring cleanliness and proper set up of furniture/equipment. Inspect and maintain table set-ups for cleanliness, neatness and agreement with group requirements and company standards, and resolve any problems. Read and interpret all function sheets and relay all pertinent information the to the banqueting operations team. Document pertinent information in appropriate department handover. 

Assist in training, scheduling, evaluating, counseling, disciplining, and motivating and coaching employees.

Develop and maintain positive working relationships with others, and support team to reach common goals. Follow all company and safety and security policies and procedures; report accidents, injuries, and unsafe work conditions to manager; and complete safety training and certifications. Ensure uniform and personal appearance are clean and professional, maintain confidentiality of proprietary information, and protect company assets.

Welcome and acknowledge all guests according to company standards, anticipate and address guests’ service needs, and thank guests with genuine appreciation. Speak with others using clear and professional language, and answer telephones using appropriate etiquette. Ensure adherence to quality expectations and standards. Read and visually verify information in a variety of formats small print). Stand, sit, or walk for an extended period of time or for an entire work shift. Move, lift, carry, push, pull, and place objects weighing less than or equal to kg without assistance and objects weighing in excess of kg with assistance. Grasp, turn, and manipulate objects of varying size and weight, requiring fine motor skills and hand-eye coordination. Move over sloping, uneven, or slippery surfaces as well as up and down stairs and/or service ramps. Reach overhead and below the knees, including bending, twisting, pulling, and stooping. Perform other reasonable job duties as requested.

No matter what position you are in, there are a few things that are critical to success – creating a safe workplace, following company policies and procedures, upholding quality standards, and ensuring your uniform, personal appearance, and communications are professional. Doing all these things well (and other reasonable job duties as requested) is critical – to get it right for our guests and our business each and every time.

Guest Relations

Welcome and acknowledge every guest with a smile, eye contact, and a friendly verbal greeting, using the guest's name when possible; thank guests with genuine appreciation and provide a fond farewell. Address guests' service needs in a professional, positive, and timely manner. Assist other employees to ensure proper coverage and prompt guest service. Ensure place settings are appropriate and each guest has a napkin, clean silverware, and any other item that is part of the standard place setting.

General Food and Beverage Services

Communicate additional meal requirements, allergies, dietary needs, and special requests to the kitchen. Set tables according to type of event and service standards, including types of linens, glassware, plate/chinaware, and silver/flatware, ensuring all supplies meet quality standards. Assist your and other departments when needed to ensure optimum service to guests. Maintain cleanliness of work areas throughout the day, practicing clean-as-you-go procedures. Perform other reasonable duties as requested.

Banquet Room Set-up

Prepare coffee breaks, carts, and stations with appropriate food and beverages as stated in Banquet Event Order. Prepare tables, action stations, buffets, service carts, dessert table/carts and cordial carts with specified tools, wares and equipment according to company standards. Ensure cleanliness of room vaccuming and dusting. Set up, operate, and troubleshoot audio-visual (AV), projection, lighting, and conferencing equipment, devices, and systems, ensuring all equipment is operational prior to use.

Banquet Room Bussing and Cleaning

Bus tables by removing and separating tableware, plateware, glassware, and flatware. Monitor tableware to ensure it is presentable to guests, including checking for cleanliness, cracks, and chips. Break-down, remove, and secure AV equipment and related equipment, devices, and systems promptly following an event.

Banquets

Respond to and try to fulfill any special banquet event arrangements requested by guest. Replenish buffet items to ensure consistency and freshness in presentation from opening to closing. Follow up on special banquet event arrangements requested by guest to ensure compliance. Assist and instruct guests/customers regarding proper usage and operation of AV equipment and Internet.


Closing

Secure liquors, beers, wines, coolers, cabinets, and storage areas. Complete closing duties, including storing all reusable goods, breaking down goods, cleaning all equipment and areas, returning equipment to proper locations, locking refrigerators, restocking items, turning off lights, locking doors, and completing daily cleaning checklist. Check with captain or supervisor before leaving at end of shift.

Communication

Talk with and listen to other employees to effectively exchange information. Provide assistance to coworkers, ensuring they understand their tasks. Communicate with guests, other employees, or departments to ensure guest needs are met. Discuss work topics, activities, or problems with coworkers, supervisors, or managers discreetly and quietly, avoiding public areas of the property.

Working with Others

Support all co-workers and treat them with dignity and respect.

Safety and Security

Report work related accidents, or other injuries immediately upon occurrence to manager/supervisor. Follow company and department safety and security policies and procedures to ensure a clean, safe, and secure environment. Identify and correct unsafe work procedures or conditions and/or report them to management and security/safety personnel. Use proper equipment, wear appropriate personal protective clothing (PPE), and employ correct lifting procedures, as necessary, to avoid injury. Follow policies and procedures for the safe operation and storage of tools, equipment, and machines.

Policies and Procedures

Protect the privacy and security of guests and coworkers. Ensure uniform, nametags, and personal appearance are clean, hygienic, professional and in compliance with company policies and procedures. Protect company tools, equipment, machines, or other assets in accordance with company policies and procedures. Maintain confidentiality of proprietary materials and information. Comply with quality assurance expectations and standards. Perform other reasonable job duties as requested by Management.

Interpersonal Skills

Team Work Customer Service Orientation Interpersonal Skills

Personal Attributes

Dependability Positive Demeanor Presentation Integrity Safety Orientation Adaptability/Flexibility Stress Tolerance

Communications

English Language Proficiency Listening

Education

Higher Education, Diploma or equivalent

Related Work Experience

2 Years related work experience

Supervisory Experience

Some supervisory experience is required

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