Job Description

The Events Manager serves as internal and external point of contact for all events within L’Esperance Restaurants.

They are responsible for running their department as a business within a business through forecasting, proactive outreach to generating inquiries, marketing the venues, cross-selling venues, maximizing seating and revenue opportunities, creating budgets, reports and analytics for their events.

They will keep all event materials current, maintain guest databases, ensuring that Tripleseat and OpenTable are sharing information for guests to elevate the level of hospitality. They are the liaison between event guests, the kitchen and managers holding the guest’s hands all the way through the planning phases, liaising with third party vendors and sharing detailed information with the venue for all events and following up with guests to ensure their complete satisfaction.

Restaurant Event Sales and Coordination 
Actively involved in the sales, planning, communication and execution of all catering and private events.

• Ensure all menus, websites, marketing and promotional materials are accurate and up to date.
• Play offense in obtaining future clients interested in social, corporate and catering events.
• Leverage Tripleseat as a tool for effective communication, sales and marketing.
• Negotiate final pricing, prepare contracts, secure guest signatures, deposits and final payment when applicable.
• Coordinate menu selection, floor plans, timelines, dietary restrictions, and anticipated guest experience with clients.
• Provide on-site support as needed to support the operations team, including being present for all buy outs, VIP guest events and some charity dinners. 
• Create strategic outreach strategies including cold calling and networking to build brand awareness.
• Design private events and large group menus in tandem with the CDC and GM to maximize profit while maintaining value.
• Follow up with all clients post-event via phone and/or email to gather feedback and create lasting relationships.
• Be proactive in exceeding client expectations and creating custom curated memorable moments within the event scope.
• Create and distribute event orders (or BEOs) for all events and review with GM’s and operations team on a weekly basis.
• Plan and manage the logistics, including vendor needs, timelines, and design of all restaurant events.
• • Maintain detailed logs, files, and database of client correspondence, client event notes, signed contracts, event invoices, and new client drop offs and tastings for tracking success ratios.
  • Develop a Special Events checklist for inbound/outbound calls and execution of events.
  • Track all events, event financials and develop targets/benchmarks to lead path towards meeting goals
  • Prepare and complete an accurate bill to the event host at the completion of the event and collect final payment.
  • Reconcile Tripleseat and Toast on a daily basis to ensure accuracy and consistency in sales and sales categories.
  • Requisition equipment and supplies needed for events including but not limited to floral arrangements, linens, business cards, table decor as necessary.

  Catering 

  Build a catering department in conjunction with Director of Operations and Culinary Director in order to grow offsite event sales.

  Event Planning:

  • Coordinate catering events from menu planning to execution on site.
  • Develop event timelines and update as plans evolve.
  • Effectively communicate with clients, vendors, and staff.
  • Research and source vendors, venues, and suppliers as needed.
  • Help maintain accurate records and documentation related to event planning.

  Logistics Management:

  • Create kitchen and front of house rental orders, updating as needed.
  • Assist with the operational aspects of events, including installs, venue compliance, vendor management, service, and client relationships.
  • Manage inventory and supplies for events, including ordering, pick-ups and drop-offs as necessary.

  Communication and Correspondence:

  • Serve as a point of contact for event-related inquiries and correspondence.
  • Communicate event details and updates to team members, vendors, and clients.

  On-Site Event Support:

  • Provide on-site support during events, including setup and breakdown.
  • Address any issues or concerns that arise during events in a proactive and professional manner.

Business Acumen
Operate smarter, play offense with sales, build trust with guests and investors.

• Monitor accounts receivable and ensure timely collection of payment for all events.
• Create and update a weekly forecast and tracking system to monitor effectiveness of sales efforts and identify opportunities for additional sales
• Develop and maintain all necessary reporting as it pertains to event sales, and reservations to proactively drive our strategy by week, month, and season.
• Monitor impact of various outreach and marketing initiatives to shape future strategies by restaurant, company wide, and by time of year.
• Develop an actionable monthly sales strategy based on learnings and forecasts.
• Engage with 3rd party platforms to aid in lead generation for events and catering.
• Seek opportunities to maximize revenue through table management, flexible pricing of events, proactive outreach, off-season promotions and seasonal strategies.

Hospitality and Leadership

Identify/hire great people and create memorable experiences for all stakeholders.

• Effectively lead by demonstrating a professional approach with coworkers through great leadership skills, ethics, and team development.
• Hold all employees accountable to the L’Esperance cultural values, goals, and standards. 
• Properly communicate and create an environment where new company initiatives are supported and embraced by the staff. 

Additional Skills and Responsibilities:

• Excellent communicator, time management, and problem-solving skills.
• Hands-on leader who possesses an ability to adapt and lead change.
• Analytical and organizational skills, as well as the ability to define and effectively solve a variety of changing situations under stress.
• Must possess strong interpersonal skills and the ability to resolve conflicting interests with the goal of obtaining cooperation.
• Passion for exceptional hospitality, food, and beverages.
• Ability to thrive in a fast-paced, entrepreneurial environment.
• Self-driven, results-oriented, and possesses a solid track-record of leading high-caliber teams including at upscale restaurants.
• Flexible work schedules, including nights, weekends and some holidays.
• Travel between restaurants is expected.
• May be required to lift, carry, push, or pull heavy objects up to 50 lbs.
• Kneel, bend, stoop, ascend, descend stairs; be on feet for long periods of time.
• Working in an environment that may be exposed to hazardous situations and conditions that produce cuts or minor burns

Preferred Experience:

• Minimum 2 years’ experience selling & planning events and catering
• Culinary Arts Degree Preferred
• High Volume Experience a plus
• Proficient in a variety of technology systems, especially Microsoft Office (Word, Excel, Outlook, PowerPoint), G-Suite, Toast POS, Triple Seat, OpenTable, etc.

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