Position: Director of Food & Beverage, Events and Club Operations

Reports To: General Manager

FLSA Category: Exempt

Location: Tarry House

3006 Bowman Ave.

Austin, TX 78703

Position Summary:

The Director of Food & Beverage, Events and Club Operations has overall responsibility for all aspects of food & beverage, private and Club events and Club operations including housekeeping, fitness operations and building and grounds maintenance. This individual is responsible for event sales, planning and execution of private and Club events. He or she will oversee, assist, train and mentor the staff executing all food & beverage services, housekeeping, fitness services and building and grounds maintenance. This individual will ensure members and their guests are provided exceptional services and programs, that all Club facilities and grounds are properly maintained and in pristine condition and assist the General Manager as needed.

Essential Duties and Responsibilities:

• Overall duties and responsibilities:
  • Developing professional service-based relationships with members and regular guests, including addressing them using their surnames, knowing preferences and being present and available during dining service.
  • Overseeing, leading, assisting, recruiting, training, mentoring and coaching the staff leading and performing food & beverage services, housekeeping, fitness services and building and grounds maintenance.
  • Listening to member and guest complements and complaints; investigating and resolving complaints and communicating resolutions.
  • Developing departmental annual budgets, monitoring performance to budget and analyzing and communicating variances with recommended adjustments as needed.
  • Ensuring all staff is knowledgeable of the daily and upcoming activities and operations of the Club, including scheduled Club policies, special events and operating hours.
  • Participating or leading Club committees and assisting, as needed, in creating committee meeting agendas.
    • Food & Beverage responsibilities include directing and assisting the Food & Beverage Manager in:
      • Developing professional service-based relationships with members and regular guests, including addressing them using their surnames, knowing preferences and engaging with members and guests during dining service.
      • Implementing procedures, processes and controls to manage costs and controls related to food and beverage inventory and labor expenses.
      • Working with Executive Chef in identifying, creating and implementing dining opportunities to increase food and beverage revenues through promotions, special dining, beverage or educational programs and marketing these opportunities.
      • Establishing procedures, processes and training that will ensure consistent and exceptional standards of service, a knowledgeable staff, professional appearance and hospitality in both a la carte and event food & beverage service.

• Establishing short-term and long-term goals for the Food & Beverage department and ensuring goals and progress is regularly communicated to the staff.

• Private and Club event responsibilities:
  • Promoting the Club’s capabilities in hosting private events, meeting with members and securing, planning and scheduling private events such as luncheons, weddings, and other social events and:
    • Working with members and Club personnel in developing menus, arranging timelines, developing floor plans, and arranging other details integral to the event.
    • Working with vendors in procuring outside services and equipment as dictated by each event.
      • Creating, planning and implementing Club hosted events for members and their guests. Working with each department in developing, planning and executing Club events that provide members with a unique and memorable experience.
      • Developing relationships with and regularly reviewing vendors to ensure the Club is receiving quality services and products at a competitive price.
      • Developing and distributing banquet event orders (BEO), detailing all information discussed with members and securing signature approvals.
      • Communicating necessary information to the chef, Food & Beverage Manager and other Club personnel on a timely basis, reviewing details and changes for the preparation and execution of events.
      • Inspecting finished arrangements and present at events to greet hosts, members and guests and, if necessary, to attend to any specific details or assist service staff as needed.
      • Developing and maintaining systems for current, past and potential events, including lessons learned.
      • Verifying budget and billing of each event.
      • Following up with members who hosted events at the Club for their feedback and potential opportunities for future events. This includes making a phone call to the member as well as sending a hand written thank you note.
      • Managing complaints and working with the General Manager to provide solutions that achieve member and Club satisfaction in a professional and timely manner.
      • Assisting the chef in developing event menu packages.
      • Creating and providing marketing opportunities to promote the Club’s capabilities to host events or promote member participation in Club events.
      • Seeking and obtaining knowledge of the latest trends in event planning and services by reading trade publications, attending seminars, continued education, networking, etc.
        • Housekeeping responsibilities:
          • Directing and assisting the Club’s staff and services in maintaining clean and pristine Club facilities.
          • Assisting and ensuring daily cleaning activities are completed and meet expectations.
          • Assisting in assessing and establishing the long-term housekeeping needs such as the cleaning of drapes, polishing and rug shampooing and in creating, implementing and monitoring the long-term cleaning schedule.
          • Ensuring all facilities and outdoor areas, such as patios and walkways are exceptionally clean and pristine and implementing corrective action in any areas in need of attention.
          • Investigating housekeeping criticisms and complaints and implementing appropriate action.
          • Assisting in assessing and selecting, as needed, vendors for services that cannot or should not be performed in-house and assisting in overseeing vendor performance is as expected.
          • Ensuring a safe work environment is maintained by assisting in implementing safety procedures and practices, training and educating staff and communicating the importance of safety.
          • Fitness operations responsibilities:

• Ensuring the Club’s fitness facilities have member appropriate equipment and recommending to the General Manager the need to repair, replacement or purchase new equipment.
• Ensuring all equipment is operational, safe to use and regularly maintained.
• Recommend, implement and manage the Club’s fitness program, including fitness classes and personal training and the resources providing fitness classes and personal training.

• Building and grounds responsibilities:
  • Ensuring the Club’s facilities and equipment are fully operational, appropriately maintained and recommending to the General Manager preventative maintenance, repairs, replacements and upgrades as necessary, including items related to plumbing, elevator, electrical, furniture, painting, carpentry and HVAC systems.
  • Ensuring the Club’s grounds are immaculately maintained and reflects the ambiance of the Club, recommending to the General Manager opportunities for improvement, such as landscaping.

    Qualifications (Skills, Abilities and Knowledge)

    • Leadership experience in the club or hospitality industry, with an emphasis in food & beverage service.
      • A comprehensive knowledge, with experience, in developing and implementing training programs on standards of service and in delivering exceptional service.
      • A working knowledge of beers, wines and spirits.
      • Experience in recruiting, training, coaching and leading food & beverage staff.
      • Financial acumen in developing and managing budgets and analyzing actual vs. budgets.
      • An intuitive style resulting in a sincere and visibly engaged presence with members, guests and employees; a truly engaging “people person.”
      • A familiarity with a fitness center amenity, fitness classes and personal training programs.
        • A familiarity of building maintenance, including plumbing, electrical, panting, carpentry and HVAC systems.

• A familiarity of housekeeping and aware of what is required to maintain clean and pristine facilities.
• A familiarity of grounds keeping and aware of what is required to maintain and care for the grounds.
• Proficient in Microsoft Office, including Word, Outlook, Excel and PowerPoint and POS systems.
• Knowledge of local regulations including TABC, OSHA and labor laws preferred.
• A college degree in business management, hospitality or related degree or commensurate experience is required, CMAA management training and certifications is desirable.

Physical Requirements:

The physical demands described here are representative of those that must be met to successfully perform the duties and responsibilities of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the duties and responsibilities. The physical requirements include:

• Ability to speak, hear and understand clearly.
• Ability to use hands and fingers, handle or feel objects, tools or controls.
• Ability to stand, walk, climb stairs, sit and reach with hands and arms, stoop, kneel or crouch.
• Ability to lift and/or move up to 25 pounds.
• Ability to see close, distant, peripherally and to adjust focus.

Statement of the Club

The above description is intended to describe the general nature and level of work being performed by an individual in this position. They are not intended to be construed as an exhaustive list of required responsibilities, duties and skills. This description does not create an employment contract, implied or otherwise, other than an “at will” relationship.