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Assistant to the Social Activities & Events Manager

Company: The Club at Quail Ridge
Location: Boynton Beach
Posted on: May 26, 2023

Job Description:

Position Summary

Responsible for assisting the Social Activities and Events Manager with planning and executing social events and activities at this community including scheduling and planning at the Clubhouse. Implement and monitor a monthly calendar of events and activities for a large, busy gated community, including seminars, weekly classes, tours, special guests/speakers, luncheons, monthly get together/dances, large scale holiday dinner dances, off site excursions and family events. Requires budgeting, marketing, and all aspects of events from start to finish. Works with membership and a variety of committees to ensure residents are satisfied with the amenities and opportunities offered. Interact with residents and staff in a professional manner. Responsible for ensuring members/guests receive consistent friendly, attentive and efficient service. Cooperates fully with all management staff to achieve the team development management approach.

Essential Functions

-The assistant to the Social Activities/Events Manager is responsible for assisting in the planning, execution, and coordination of the community social activity calendar, field trips, guest lectures, events, banquets, catering, parties, card playing, etc... for the membership to include booking entertainment, d--cor, menu planning and timing of any food service.
-Responsible for assisting Managers in planning and executing children's/family club events.
-Responsible for assisting in proposing and developing new events on an annual basis and throughout the year as necessary.
-Responsible for documenting events to be posted on club's website and newsletter.
-Meets with members regarding party/event planning needs, to include creating menu, d--cor and determining pricing for event.
-Works closely with Executive Chef on menu planning and preparation for each individualized event.
-Produces BEO's and BEO packets for distribution to Food & Beverage Managers/Directors and other staff.
-Assist with set up and execution of all functions.
-Responsible for assisting Director of Clubhouse Operations and managers with daily duties to ensure all club activities, functions, events, banquets, and caterings occur as directed.
-Works closely with managers and receptionists to procure necessary items for functions and activities.
-Works with Director of Clubhouse Operations and Food & Beverage Managers on policies and training procedures.
-Attends all Food & Beverage meetings and reports on progress of upcoming events.
-Helps develop internal reporting procedures of F&B activities/events along with proper documentation of all member billings.
-Provides support to Director of Clubhouse Operations and other Food and Beverage Directors and/or Managers, and perform a variety of administrative tasks/functions as assigned.
-Works with clubhouse receptionists as it relates to the daily routine and clerical contribution to club operations.
-Coordinates the initiation of check requests for entertainment, as well as, requests generated by other club and member activities with receptionist.
-Arranges and schedules reciprocal dining and entertainment for membership.
-Assists with the concierge program and delivery service to membership.
-Assists with the purchase order distribution and recordkeeping.
-Generates daily sales abstracts, void reports and other reports/summaries.
-Utilize POS system/Jonas to record and insert events/activities and charging to membership. Assists with any updates to software as dictated by Jonas. Responsible for menu programming into POS System/Jonas.
-Assists with the order, distributes, and inventories clubhouse uniforms.
-Distribution of promotional marketing materials throughout Clubhouse for upcoming events including posters, flyers and weekly calendars. Works closely with Marketing and Clubhouse Director to facilitate such marketing material.
-Maintains par stock as it relates to Clubhouse office supplies.
-Assists management with the party planning and execution process. Procures all or most of the event materials including but not limited to props, costumes, lighting, flowers, decorations and entertainment.
-The position is also required to spend time in the facility/area during events/activities as a highly visible events representative as needed.
-Ensure appearance of personnel and cleanliness in all service areas is up to standard.
-Implements established policies, assuring standard procedures are followed at all times.
-Handles, resolves, and addresses member complaints/feedback. Reports problems to Directors/Managers (when applicable) to prevent reoccurrence.
-Works closely with F&B managers to ensure employees comply with policies and procedures.
-Assisting with any setup/break down duties prior/post shifts.
-Adhere to all service standards, policies, and procedures.
-Maintain neat appearance and courteous manner.
-Punctuality and a good attendance record are expected.
-Assist Food & Beverage Managers/Directors with any training and administrative tasks.
-Perform any other duties/tasks as assigned by management.

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Keywords: The Club at Quail Ridge, Boynton Beach , Assistant to the Social Activities & Events Manager, Executive , Boynton Beach, Florida

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