Position Guidelines Food and Beverage - Banquet Secretary

POSITION TITLE :  BANQUET SECRETARY
DEPARTMENT : FOOD AND BEVERAGE 

PURPOSE :
Under the general guidance and supervision of the Banquet Manager within the limits of established policies and procedures. Assist in overseeing and directing all aspects of secretarial fields.

RELATIONSHIP :
1.Reports directly to the Banquet Manager
2.Coordinates functions and activities with other departments and other sections within the Food and Beverage Department.
3.Interacts with clients as appropriate.
4.Responsible for overall Banquet Administrations and Secretarial Services.

DUTIES AND REPONSIBILITIES :
1.To perform pre-administrative work such as, dictating, drafting, or similar duties.

2.To perform administrative works :
a.Maintaining accurate incoming and outgoing letters.
b.Maintain and updates / systematic files.
c.Prepares all documents of all functions. (past, Present and Future)

3.To prepare calendar of activities of Banquet Manager.

4.To prepare requisitions of supplies or similar.

5.Maintain and establishes effective employee relations.

6.Performs related duties and special projects assigned.

7.Assist the Banqueting Manager in accomplishing goal report.

8.Procedures new and repeat business for banqueting by maintaining contact with Commercial houses, Government officer, Private clubs, Professional associates, corporate accounts and other member of local communities through:
a.Personal sales calls
b.Courtesy calls
c.Telephone contacts
d.Written communications e.t Direct Mail, Newspaper ad.
e.Review on sales history files as they relate to good booking.
f.High level of exposure in the hotel an major market area.
Ensure optimum performance in each of the above area.

9.Provide feed back to the Banqueting Manager or Assistant Banqueting Manager on changing marketing conditions. Trends in competitions potential market areas that should/can be covered as a result of direct sales solicitations.

10.Conducts, Arrange and accompanies clientele in regards with post meeting evacuations, inspection trip to banquet rooms and facilities, ensure that all the expectations are met.

11.Disseminate sales related information to other departments as appropriate through Banqueting Manager or Assistant Banqueting Manager.

12.Complies with and ensures that the hotel :
a.Health and safety and hygiene policy.
b.House Rules and Regulations.
c.Grooming and appearance standard are observe.
d.Marketing Plan.

13. Attends and participates in the formal training held by manpower or outlets in regard to Food and Beverage service standard quality expectation and future career development.

14.Attend the clients comments, complaints and requesting regarding Food and Beverage service, qualities, arrangements, functions arrangements and significant activities in supervisors log book/contact book, inform notifies and discuss with Banqueting Manager or Assistant Banqueting Manager.

15.Attend and contributed to banquet meeting and briefing.

16.Conducts all administrative work required including but not limited to :
a.Reservation in general.
b.Filing system.
c.Menu Planning & pricing.
d.Letter of Proposal/Contract/Quotation/Event order.
e.Evaluation report, Sales report, Thank letter.

17.Knows the product inside / all restaurant menus, as well as service.

18.Perform any duties related and special project as assigned.