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Conference/Food & Beverage Coordinator

Deerhurst Resort

Why Deerhurst?
Nestled in the heart of Muskoka, Deerhurst Resort can become your new office with a view. Becoming a Host unlocks a world of opportunity to not only grow your hospitality career but yourself as well. On top of the beautiful and relaxing surroundings Deerhurst Hosts enjoy complementary activities such as Golf, Canoeing, Kayaking etc. Discounts on food, clothing and our concessions, such as water skiing, paintball, ATVing. Affordable staff housing is available on site and includes laundry, internet, shuttle service. Join our team and find out why thousands of people visit Deerhurst every year. Apply to Deerhurst today, Muskoka’s preferred
place to work and play.

Duties & Responsibilities:

➢ Maintain daily BEO event page for BEO tracking – checklist for supervisors
➢ Print group menus and program Micros to match pricing
➢ Answers telephones, general inquiries to the Conference Services Department
➢ Obtain meeting request orders, book meeting rooms and send confirmations to clients.
➢ Process all other additional requests such as room set-up, catering needs and audio-visual device requirements.
➢ Obtain client feedback and make appropriate changes for improvements.
➢ Greet clients and direct them to their meeting room.
➢ Respond to client calls and e-mails related to meeting set-up.
➢ Create floor plans for the best use of space for each event and to ensure banquet and client are in agreement prior to set up
➢ Obtain guarantees of food and beverage events for Banquets and Kitchen. Communicate in a timely manner when any significant deviation in numbers is known, allowing labor and food cost to be controlled

➢ Build weekly schedule template for outlets & banquets under the guidance of manager
➢ Input final schedule into Tracker for both front and back of the house
➢ Communicate and post schedules to staff
➢ Maintain communication boards
➢ Maintain guest score communication board
➢ Document minutes of weekly F&B meeting and distribute
➢ Attend weekly BEO meeting to review BEOs to ensure last minute changes are communicated with the kitchen & Food & Beverage team

➢ Uniform distribution, process payroll deductions, assist with month end inventory calculations
➢ Purchase office supplies, Micros rolls, Moneris paper rolls, beverage tickets, menu paper
➢ Update beverage inventory into Microsoft Excel spreadsheet

➢ Maintain outlet communication boards – binders to ensure most current information is available for service staff. Example: updates, Gift certificate processing, preferred card membership guidelines etc.
➢ Assist in all F&B printing needs including nametags, group menus, outlet menus etc.
➢ Manage – maintain Thundertix programming with the assistance of Director of F&B
➢ Update all front of house contact information – email address etc.
➢ Manage “request for days off” by staff members
➢ Manage – process Micros key card – Moneris card authorization for new staff and departing staff
➢ Manage – update department coding of staff for accurate Tracker allocations
➢ Administrate Anveo purchasing for all front of the house items other than fuel, chemicals, kitchen supplies and food (at this time)
➢ Prepare Welcome Kits for clients
➢ Maintain and uphold standards; make changes and new additions to system; maintain traces for Conference Event Specialists as needed
➢ Other administrative functions as required

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