15 HOURS PER WEEK / EXEMPT
REPORTS TO: Events Production and Bar Manager
SUPERVISES: Hourly staff
In the performance of their respective tasks and duties, all employees are expected to conform to the following:
Perform quality work within deadlines, with or without supervision
Interact professionally with other employees, clients, and suppliers
Work effectively as a team contributor on all tasks, projects and assignments
Maintain high standards of ethics, confidentiality, and professionalism in the CAC’s dealings with visiting producers, presenters, agents, and performers
Work conscientiously, respectfully, and with awareness of issues of equity and disparity as they affect our work environment, creative field, and city.
Position Purpose:
The Part Time Bar Supervisor supports and assists the Event Production & Bar Manager by providing event and bar services for CAC hospitality rentals, and is responsive to client needs about facility and event logistics. Supervises and performs event services such as, but not limited to, the purchasing and tracking of beverage inventories, hiring and scheduling of hourly labor and bartending services, and overseeing load in and load outs of event bar operations. Supervises, train and assist event & bar staff that serve beverages at internal CAC, Hospitality & Development events, in a friendly way, adhering to the CAC's standards and exceeding guest's/client's expectations. The Supervisor serves as the principal line of contact before, during and after an event or shift.
Responsibilities/Duties/Functions/Tasks:
Event Supervision
● Ensures consistently high standards and successful event coordination/execution by coordinating event logistics with external/ internal clients and supervises event bar production.
Support in the event load in/ load out process.
Meet with external/internal client/event planner prior to the start of the event to review guarantee, set up, special requests, service requirements and timing. Keep constant communication with external/internal client/event planner in regards to timing and pace of service during all events.
During events, maintain constant communication with group contact, do not leave the area unless absolutely necessary and all other options are exhausted.
Manage flow and timing of one or more events at a time depending on size and scheduled start times
● Confirm inventory purchases for event bar product(s) with the Event Production and Bar Manager.
● Confirms scheduling of hired hourly bar staff in accordance with client’s specification, including but not limited to Beverage Service, Cleaning, Building Maintenance and Trash removal with the Event Production and Bar Manager.
Assist Event Production and Bar Manager in training servers, event staff, bartenders barback and set up houseman, in motivating fashion stressing teamwork.
Ensure that all equipment is set up in accordance to the activation sheet and service requirements.
Ensure that proper equipment and necessary working stock is available to staff prior to the start of their shift.
Walk all event areas and check for any equipment, linens, props or anything left by any department and make sure it is stored properly.
Monitor and maintain cleanliness, sanitation and organization of assigned station and service areas.
Perform special projects or assignments based on guest’s needs or market demands.
Supervise the timing of one or more events ensuring that all events are ready to start 15 minutes prior to listed time.
Coordinate breaks for assigned staff.
Assign and supervise closing duties and assignments.
● Ensures facility assets and inventory are maintained and available for events.
Maintain complete knowledge of menu items, preparation and service requirements for assigned functions.
Maintain complete knowledge of correct maintenance and use of equipment; use equipment only as intended.
Inspect function areas for cleanliness, safety hazards, correct bar/furniture set up and amount for guarantee.
Bar Services
● Provides part time bar supervision/management for all Hospitality and CAC events including ordering inventory, scheduling bartenders and cleaning staff, managing cash bank and credit card sales.
As needed, submit and receive alcohol/liquor orders.
Check & confirm proper attendance of staff prior to the start of events.
Before each shift, hold line up meetings with event/bar staff, informing them of latest developments and any other information that may affect the event.
Inform bartenders of ingredients, preparation and garnish of each menu/bar item and any other bar/beverage item is part of the event/activation sheet.
Assign bar staff opening/closing duties, teams, stations, set up requirements and side work.
● Assist Event Production and Bar Manager with alcohol inventory and accounts for all alcohol and bar mixers purchased, sold, and used.
Keep track of any and all consumption amounts to ensure proper billing and present billing to clients.
Control the opening of wine/champagne bottles in accordance with needed amounts.
Maintain complete knowledge of and strictly abide by state liquor regulations, particularly those prohibiting service to minors, intoxicated persons and drunk driving.
Guest/Client Relations:
Be informed of the Client's names and background, any requests, and VIPs. Greet group contact and guests (by name as much as possible).
Anticipate guests' needs, respond promptly with the request or answer before a guest repeats the original request.
Maintain positive guest and interdepartmental relations at all times.
Handle guest complaints by following the instant pacification procedures and ensuring guest satisfaction.
Facilities:
● Ensure all rental facilities are kept clean and accessible for client visits and tours.
Maintains department supplies and equipment in a clean and orderly fashion and monitors the condition and availability of CAC event equipment.
Protect and guard against abuse of company property.
Check and maintain uniform standards on a daily basis.
Keep all storage areas secured at all times, during and after shift ends.
Administration:
Attend pre-events, staff, departmental meetings or any other meeting where Event/Hospitality needs to be represented.
Check and maintain proper staffing levels on a daily basis.
● Provides timely reports on bar and event costs, inventory and facility expenses following events.
Prepare any written reports such as log book communication, and accident reports if needed.
Keep Sales and Event Director informed of any accidents or problems involving guests or employees.
Performs duties in a quiet and safe manner.
Must work cohesively with all associates as part of a team.
Any other task written or verbal, that is assigned by a supervisor or management.
Qualifications:
Required Education and Experience
High School Diploma or Equivalent
5 years of relevant experience
Preferred Education and Experience
Bachelor’s Degree
3 years bar and beverage experience
3 years event management experience
facility management experience
Client/customer service experience
Competencies:
1. Collaboration Skills.
2. Communication Proficiency.
3. Customer/Client Focus.
4. Decision Making.
5. Financial Management.
6. Problem Solving/Analysis.
7. Project Management.
8. Stress Management/Composure.
9. Teamwork Orientation.
10. Time Management.
11. Technical Capacity.
12. Presentation Skills.
Position Type/Expected Hours of Work
This is a part-time position that regularly requires long hours and frequent weekend work.
Travel: No travel is expected for this position
Embraces a flexible schedule that includes working most weekends, and many evenings throughout the course of the calendar year, while still maintaining the office hours necessary to perform tasks that can only be performed during regular office hours. This involves being on-call at certain times and readily responsive by phone or email.
Work Environment:
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. While performing the duties of this job, the employee is frequently exposed to extreme outdoor temperatures, airborne particles and loud noise levels in the work environment.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to talk and hear. This position is very active and requires standing, walking, bending, kneeling, stooping, crouching, crawling and climbing all day. The employee must frequently lift and move items up to 20 pounds.
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.
Interested candidates should submit a resume through jobs@cacno.org with “PT Events + Bar Supervisor ” in the subject line.
