01/29/2013
Please note: This post is working for Service Systems Associates, however it is based at the San Francisco Zoo premises.
Event Supervisor
ROLE TITLE: Event Supervisor
DURATION: Permanent
TYPE: Full time (32-40 hours per week). Weekend day and/or evening work is a requirement of the position.
SALARY: $10.55-$12.00 per hour (DOE)
BENEFITS: Bonus scheme, on-site meals, medical insurance.
COMMISSION SCHEME / BONUS SCHEME:
You are eligible to generate your own reward monies from birthday party events. Your commission scheme will be split into two schemes; a commission scheme for the catering booked for each invoiced party and a bonus scheme rewarding the overachievement of the quarterly birthday party budget.
Per party (Commission Scheme):
10-20 guests - 0.75% of food/drink
20-30 guests - 1.0% of food/drink
51-75 guests - 1.25% of food/drink
76-100 guests - 1.5% of food/drink
101+ guests - 1.5% of food/drink
Per quarter (Bonus Scheme):
You will be a rewarded 1.5% of the value, of over achievement of each quarter’s birthday party budget. Each year’s quarterly budget will be $12,500. For example, in Q4 if you generate $24k as you did in 2012, you will receive a $172.50 bonus. This is in addition to each party’s individual commission as detailed above.
Terms & Conditions
- All revenues are based on food & drink booked (exc service charge and tax), from birthday parties.
- Schemes are available after a successful 90 day probationary period.
- All reward payments will go through final review by your line manager, general manager and regional manager, as all rewards are discretionary.
- No reward for a party will be given, should an error have been made on your part and as a result, SSA has lost revenue.
BRIEF OUTLINE:
Tasks for regular event operations:
- Scheduling work shifts for FOH staff
- Managing payroll for FOH staff by submitting time sheets to each Sunday’s deadline.
- Processing any new staff and provide training.
- Support your line manager during events by supervising wait staff, executing the event to the clients' specifications, and making sure the event runs smoothly.
- To include, but not restricted to; staff scheduling, equipment pulls, managing certain event locations and/or staff during an event.
- Ensure the strict compliance with safety & hygiene regulations and standards, especially in relation to food & beverage.
- Ensuring insurance, legal, health and safety obligations are adhered to.
- Ensure any equipment is pulled correctly for events, double checked, and replaced after the event is the organized way it was found. To include any items that require official sign-out and sign-in, e.g alcohol, uniforms, flash lights, etc.
- Controlling the quality and presentation of products and services before and during events.
- Ensuring all wait staff are impeccably presented accordingly to Catering dress code policy and be responsible for signing in/out of, and the care of, uniforms/flashlights/etc.
- Oversee the dismantling and removal of the event, inc clean up of the venue efficiently.
- Greeting vendor deliveries and checking in all rentals to ensure none are missing. Also, checking all rentals out to the pick-up driver post event.
- Submit a report by each Sunday for any repairs, replacements or cleaning required for all venue spaces.
- Responsible for soliciting more event business.
- Creation of table center pieces, including any pick up of flowers, tea lights, votives, etc, in line with the 3 designs approved by your line manager.
Tasks for Children’s Birthday Parties:
- Respond to any inquiries via e-mail, fax, or telephone, within 24 hours of receipt. If this deadline cannot be met, then cover must be organized by the post holder.
- Secure/confirm birthday parties, ensuring contracts are signed and payments are received before any event takes place.
- Achieve monthly sales targets, and report on a weekly basis your sales activity, to your line manager by EOD Sunday.
- Respond empathetically and professionally to any customer queries or complaints, seeking advice from your line manager for any uncertainties, either before, during, or post event.
- Work efficiently and professionally with all vendors, birthday parents, and Zoo depts, issuing appropriate documentation when required and ensuring all specifications are met by set deadlines.
- Ordering stock and preparing goodie bags for children.
- Plan room layouts and animal encounters.
- Operationally pull equipment, set up, deliver, and clean up any birthday parties that you have confirmed and coordinated. Covering other staff in this respect may also be required.
- Be responsible for client and guest greeting and/or registration.
- Managing payroll for staff by submitting time sheets to each Sunday’s deadline.
- Issue a feedback request follow up post event.
- Responsible for soliciting more event business.
Misc support role:
- Complete rental agreement contracts requested by the Event Sales Manager.
- Complete market research as requested by the Event Sales Manager.
- Ensure that any reports required, are completed in a timely manner.
- Ensure communal areas of the office and your work station are kept tidy and presentable at all times.
- Become proficient at face painting.
- Preparing summaries and organizing all B EOs for the weekly ops meeting.
- Prepare for and attend the monthly sales meeting.
- Coordinate and mail ‘thank you’ and ‘occasion’ cards to top clients.
- Be prepared to take on any misc projected as requested by managers.
The Event Coordination & Operations Manager that you support will be your trainer and mentor. He/she will check your work, identify areas for improvement and instruct you how to improve, should there be a need.
KNOWLEDGE AND EXPERIENCE:
VOCATIONAL AND TECHNICAL SKILLS: Word, Excel, and internet computer skills preferable.
EXPERIENCE: The preferred candidate will have finished a course of higher education, preferably covering aspects of event co-ordination and management.
INTERPERSONAL SKILLS: They must be willing to work as a team, communicating with their own department, vendors and other departments of the Zoo at all times. The post holder must have a confident yet assuring manner with clients at all times. Excellent oral and written communication skills are required in order to make any client experience a success.
RESPONSIBILITIES:
HUMAN RESOURCE MANAGEMENT: This post must at times manage staff such as front of house staff, back of house staff, face painters/costume characters, and vendors.
PHYSICAL RESOURCE MANAGEMENT: This post has requirement of some physical labour in accordance with client requests. May be required to lift 15 to 25 lbs.
COMMUNICATION AND SHIFTS: The post holder will need to communicate politely and responsibly with our clients, also with all team members, other departments in the Zoo and all caterers/suppliers. Foreseen failure to turn up for your shift, MUST be communicated to your line manager within a reasonable timeframe. Continual lateness of shifts, with no good reason and/or no communication will result in disciplinary action.
LIAISON: The jobholder will be required to liaise closely with all members of the catering department and associated vendors. Good and respectful liaison with other departments is also required.
CONFIDENTIALITY: The job holder is privy to confidential information held on our databases and must exercise discretion when handling personal information, including client’s bank details. The post holder’s salary and benefits, including any commission or bonus scheme, is also confidential information and not to be shared with other staff.
MENTAL DEMANDS:
JUDGEMENT AND DECISION MAKING: The post holder will on occasion be required to make quick decisions relating to client requests. The post holder must be assertive in doing this, but must also know when to advise that an immediate decision cannot be made – rather than promising something that cannot be delivered
ORIGINAL THOUGHT AND PROBLEM SOLVING: The post holder will need to liaise well with all team members to ensure that the optimum solution is given to any problem which might arise.
CONCENTRATION: Attention to detail is essential at all times to ensure the highest standard of customer satisfaction. Time management is of the essence and the post holder must be confident that they can deal with a number of things at any one time and constantly re-evaluate priorities.
FLEXIBILITY: The post holder must be flexible in terms of working hours, being available 7 days a week, as business demands can often change at the last minute. Some evening and weekend work will be required. Work in other departments such as retail and/or concessions will also be required.
WORKING CONDITIONS: This position is both office based and at events. Some occasions may involve work as a lone worker.
APPLICATION PROCESS: To apply, please send a cover letter, along with your resume, to [email protected]. You may also fax your information to: 415-753-7059.
Application deadline: Wednesday January 30th 2013
Interviews: Ongoing
Post will commence: Monday February 4th 2013 (ideally)
