Booking Manager - Mount Laurel, NJ

Job Summary

The Booking Manager oversees the coordination and management of booking operations, event planning, and staff scheduling to ensure smooth and efficient service delivery. This role involves handling booking requests, managing a team of booking specialists and coordinators, maintaining accurate records for catering orders and events, and preparing weekly summaries and reports.

The Booking Manager supports event setup, attends to VIP and internal client needs, and collaborates with facilities management for room configurations and vendor access. Additionally, they manage HR responsibilities like onboarding, scheduling, and uniform distribution while upholding health, safety, and quality assurance standards. This position plays a pivotal role in delivering an exceptional experience for clients and guests alike. 
 
Essential Duties and Responsibilities: 

• Attend incoming emails, phone calls or in-person requests.
• Assist with bookings.
• Oversee all booking specialists and booking coordinators.
• Ensure the weekly summary and Tririga match for the rest of the week.
• Ensure the weekly catering order is up to date daily with new orders/changes.
• Build front desk weekly schedule.
• Check that Booking Specialists have updated the weekly summary and shared the next week's event report with facilities management.
• Attend weekly summary meeting (BEO)
• Ensure the weekly summary has been printed and the new summary has been shared with the entire team.
• Check with the booking specialist for the weekly catering order list (ensure the order is put through by 12 pm)
• Ensure the front desk registers external guests 

Event Responsibilities:

• Build BEO's and send out quotes when requested.
• Assist with events, follow up on details, and attend to virtual meetings.
• Work on any VIP events/inquiries
• Oversee room configurations before an event.
• Log FM tickets if necessary.
• Register food vendors with building facilities for access.
• Update vendor list and review if COI needs to be updated.
• Review the supplies list if something needs to be ordered through Ariba/ Archway
• Assist with preparation of day-of and future events notes for staff (including setup, deliveries/pickups, run of show, and other need-to-know info) and brief staff as needed.
• Make sure to enter details on the event checklist.
• Request staff for events, including bartender, catering attendant & captain.
• Brief run-through of the show to staff before an event
• Opening event, checking in with client and ensuring all details are in place.
• Request outstanding statements to vendors.

Health and Safety Responsibilities:

• Ensure all health and safety logs are up to date and accurate.
• Ensure safety supplies have been ordered.
• Check receiving log and daily temperature logs are accurate.
• Monthly Chat moment – website is updated as well.
• Safety Moment – weekly huddles.
• Make sure team are keeping records of food delivery.
• Quality Assurance Records and kept up to date.
• Safety moment meeting with booking & catering team
• Safety walkthrough, make sure team follows health & safety protocols.
• Review if there's any training pending for associates.
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