PE Admin Coordinator

COMPANY PROFILE

The Battery is San Francisco's unique modern-era private social club. The Battery houses four bars and casual, yet stellar dining rooms serving breakfast, lunch and dinner, private event spaces and catering, and a boutique hotel including penthouse suites. Spa, steam rooms, gym, library, green room, garden, and breathtaking views of San Francisco add to the unique ambiance. The Battery offers a dynamic membership program including frequent lecturers, eclectic performing arts, curated experiences, publications, and excursions. The Club also houses The Battery Foundation, a 501(c)(3) organization supported by our Members that has made more than $10 million in grants since its inception.

POSITION PROFILE

The Events Administrative Coordinator is an onsite administrative support position for multiple managers. You will complete various administrative tasks and other special projects as needed. This is a full-time, non-exempt position and the working hours will typically be Monday through Friday, 9am to 5pm, however, hours may vary depending on the needs of the operations.

DUTIES AND RESPONSIBILITIES:

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or for other reasons.

Administrative:

• Respond to all event inquiries within 24 hours and in an appropriate manner via email, phone and other forms of communication that may be deemed necessary.
• Manage the calendar of events for the department.
• Manage office inventory and order office supplies.
• Complete general admin tasks; i.e., filing, faxing, organizing, answer phone calls, respond to emails, etc.
• Build and manage sales materials including but not limited to online and printed material.
• Track and follow up on event inquiries.
• Conduct Internet research and field telephone calls.
• Manage and maintain PE checkbooks with all monthly purchases, receival of goods and services and Invoice processing to Accounting.
• Create all deposit and payment schedules for all groups.
• Lead weekly AR meetings with Director of Finance and PE Director to reconcile and close all group accounts.
• Post all wires and check payments and deposits to group accounts according to deposit schedules.
• Be proficient with contracts and Banquet Event orders (BEO): creating, editing, reviewing, copywriting etc.
• Participate in weekly meetings with multiple departments to determine operational needs for events.
• Duties and responsibilities are not limited to the above.

Events Coordination and Guest Experience:

• Establish and maintain strong client relationships.
• Keep immediate supervisor fully informed of all problems or matters that occur during private events. 
• Coordinate with event clientele to ensure their satisfaction.
• Make personal contact with guests and assist them with any requests.

Employee Relations:

• Assist as a back-up supervisor for Housemen in the absence of the Director of Private Events
• Assist in overseeing event set-ups and hourly staff.
• Lead weekly BEO meetings with the Director of Private Events and other team members.

MINIMUM REQUIREMENTS

Must have and be able to do all of the following:

• Knowledge of food and beverage service industry: preparation techniques, health department rules and regulations, liquor laws and regulations, etc.
• Stamina to work up to 40+ hours per week in full-time positions.
• Excellent computer skills literate and able to use software programs (e.g., MS Office).
• Minimum of three year’s experience in high volume food service.
• Works with a sense of urgency.
• Excellent communication skills, both written and verbal, in English.
• Can creatively solve problems and effectively implement solutions.
• Good time management skills; can manage and complete priorities and workflow, be detail oriented.
• Ability to learn and perform in a fast-paced environment.
• Ability to work both independently and in a team environment and able to handle multiple tasks.

WORKING ENVIRONMENT/MINIMUM PHYSICAL REQUIREMENTS:

You must possess the physical, visual, and auditory ability to perform the essential functions of the job, with or without reasonable accommodations and be able to meet the following requirements:

• Heavy member/guest contact is required.
• Must be able to tolerate varying noise levels, temperature, and illumination and air quality.
• Requires hand-eye coordination and manual dexterity.
• Requires normal sense of smell, taste, touch, and sound.
• Must be able to respond to visual or aural cues.
• Continuously or periodically bend, twist, lean, lift, push, pull, kneel, bend, walk, stand, and/or sit up to 8+ hours per shift.
• Lift up to 50 pounds in order to perform the essential functions.
• Work in a stressful environment and stressful situations.
• Work in an environment where climate constantly changes
• Maneuver freely through all areas of the property