IS Operations Coordinator jobs in South Bend, IN

Carnegie Library Special Events Center is an upscale event venue with precise standards of service. Focus on teamwork and a friendly, helpful environment are department requirements.

The Event Operations Coordinator is responsible for overseeing the execution of private events. Ensuring that event servers are providing excellent, professional and friendly food and beverage service while consistently exceeding our host's expectations and anticipating our guest’s needs.

This position reports directly to the Catering Brand Manager with indirect reporting to The General Manager and Assistant General Manager.

Carnegie Library Special Events is committed to the happiness, health and well-being of each of our employees. We will provide you with the training, information and the tools you need to perform your job to the highest level, and we will maintain a fair and peaceful workplace to help you excel.

Responsibilities:
Events

• Maintain Carnegie Library service standards as outlined in the Carnegie Event training program, standards of operation, and policies and procedures.
• Maintain uniform and grooming guidelines as outlined in the Carnegie Event Training program and remain well-mannered at all times.
• Function as primary liaison to event host
• Delegate set-up, event and closing tasks to servers & bartenders.
• Maintain event timeline for smooth execution.
• Enter event details in Aloha POS system and Tripleseat, and balance the two.
• Responsible for collecting final payment on events.
• Responsible for food and beverage service to clients and guests, adhering to Carnegie Library service standards.
• Review and accurately execute client Banquet Event Orders as outlined in the BEO event documents and attend to guest requests in a prompt and friendly manner. Adhering to the pre-established timeline.
• Set-up event room according the the BEO and event diagram, and The Carnegie Library standards of service.
• Lead pre-event BEO meetings and oversee specific prep-work and duties as assigned.
• Consistently sanitize work areas, refill/stock containers and supplies, etc.).
• Supervises the set-up of all meeting rooms prior to each event.
• Meets with the culinary team to confirm quantities of food items and timing of food leaving the kitchen.
• Assists the culinary team as needed with preparation, ordering and inventorying.
• Monitors the inventory of supplies, equipment, and furniture.
• Ensures specific needs for buffets, receptions and meetings are met. Check inventory needs for all upcoming events.
• Runs the floor and coordinates the food and drink service by liaising with the kitchen and service staff.
• Acts as an ambassador at the bar during high volume hours.
• Responsible for the proper handling of all equipment, i.e., china, glassware, silverware, linen, and props, ensuring proper storage after use.
• Recommends proper maintenance and repair to the maintenance department and ensure the proper housekeeping of all function space.
• Maintain event linen inventory and order linens required for each event.

Administration

• Create and maintain database of room layouts
• Proof-read BEOs and maintain up-to-date Staff Event Order Book. Verify any missing or unclear
• Update Culinary team on any food changes to BEOs
• Create all signage, place cards, bar menus, etc. required for each event
• Lead weekly BEO meetings
• Other administrative tasks as needed

Qualifications:

• 1-3 Years in a high-volume event service experience is preferred.
• Alcohol Server permit is required
• Excellent communication skills and articulate speech, and willingness to communicate and follow instructions in a friendly manner.
• Friendly and customer-focused personality
• Ability to articulate clear greetings and farewells to guests, as well as being able to understand requests for assistance
• Ability to clearly communicate guests’ needs to Servers, Bussers, Managers, etc.
• Ability to effectively communicate on the phone and email
• Must be able to carry trays or supplies (30-50 lbs.)
• Experience with Apple Computers, Tripleseat and Canva programs a plus
• Fluency in typing