Assistant Director of Banquets

Job Description

The Assistant Director of Banquets is responsible for supporting the strategic leadership, daily management and overall performance of the Banquet Department at Fairmont Dallas.

This position ensures the consistent delivery of exceptional luxury banquet experiences while maintaining operational excellence, financial discipline, colleague engagement and guest satisfaction.

The Assistant Director is accountable for effective labor planning, expense management, service standards, colleague training and development, equipment stewardship and the seamless execution of banquet functions.

Working collaboratively with Culinary, Catering, Conference Services and other hotel departments, the Assistant Director ensures that events are delivered in accordance with approved Banquet Event Orders, contractual commitments and Fairmont service standards.

The position requires a proactive, hands-on leadership approach, strong business acumen, effective communication and the ability to anticipate operational challenges while identifying opportunities to improve profitability, service quality and team performance.

ESSENTIAL JOB FUNCTIONS

General Operations and Service Standards

1. Maintain complete knowledge of and ensure compliance with all Fairmont brand standards, departmental policies, operating procedures, and service expectations.
2. Maintain a comprehensive understanding of hotel facilities, services, daily occupancy, VIP arrivals, in-house groups, and scheduled activities to anticipate operational requirements and guest needs.
3. Demonstrate a consistent and visible leadership presence throughout banquet operations, actively overseeing event preparations, service execution, and breakdown.
4. Anticipate guest and client needs, respond promptly to requests, and maintain positive relationships with guests, event organizers, and hotel colleagues.
5. Address guest concerns and service deficiencies professionally, ensuring timely resolution, appropriate follow-up, and documentation when necessary.
6. Monitor the cleanliness, organization, sanitation, safety, and overall presentation of banquet rooms, meeting spaces, service areas, storage facilities, and equipment.
7. Ensure banquet colleagues consistently demonstrate professional grooming, appropriate uniforms, service etiquette, and luxury hospitality standards.
8. Maintain knowledge of banquet service styles, menu offerings, beverage selections, wine service, special dietary requirements, food presentation standards, and event service protocols.

Banquet Event Planning and Execution

1. Review all Banquet Event Orders and ensure complete understanding of event requirements, including group names, guarantees, menus, timelines, room configurations, audiovisual needs, beverage arrangements, billing instructions, and special requests.
2. Attend and actively participate in BEO meetings, resume meetings, pre-convention meetings, and other operational planning meetings to ensure accurate communication and preparation.
3. Verify that the most current approved BEOs are distributed and communicated to the appropriate colleagues and departments. Ensure all changes are reviewed, acknowledged, and implemented.
4. Coordinate with Culinary, Catering, Conference Services, Stewarding, Engineering, and other supporting departments to confirm menu requirements, equipment needs, event timing, staffing, and service arrangements.
5. Review daily and upcoming banquet functions to anticipate operational challenges, identify potential conflicts, and implement appropriate solutions before events begin.
6. Conduct detailed inspections of banquet rooms and meeting spaces to ensure proper furniture arrangements, table settings, linens, audiovisual requirements, cleanliness, and overall event readiness.
7. Inspect buffet presentations, coffee breaks, reception stations, bars, and food displays to ensure proper organization, presentation, replenishment procedures, and adherence to event requirements.
8. Verify the availability, cleanliness, functionality, and proper placement of all banquet equipment, service utensils, furniture, linens, and operating supplies.
9. Prepare or oversee service station assignments, colleague responsibilities, sidework, and service sequences based on event requirements and established staffing guidelines.
10. Conduct pre-function briefings to review event details, VIPs, service standards, menu knowledge, dietary restrictions, timing, assignments, and anticipated guest expectations.
11. Meet with event organizers or designated group contacts before each function to confirm arrangements, identify last-minute requirements, and establish effective communication throughout the event.
12. Monitor event execution closely, ensuring the correct timing of food and beverage service, professional guest interactions, and adherence to approved BEO requirements.
13. Coordinate service adjustments and additional guest requests with Culinary and Catering, ensuring changes are properly communicated, approved where required, and documented.
14. Maintain a hands-on supervisory presence during service, providing direction, assisting colleagues when necessary, and ensuring immediate correction of service deficiencies.
15. Ensure compliance with approved event guarantees, service timelines, room assignments, and group arrangements. Escalate significant deviations to the Director of Banquets and appropriate departments.
16. Oversee event breakdown, room turnover, proper storage of equipment and supplies, and preparation for subsequent functions. Ensure changes to approved breakdown schedules are authorized and communicated.
17. Complete accurate post-event reports documenting actual attendance, guarantees, service execution, client feedback, operational challenges, and outstanding follow-up items.

Financial Management and Profitability

1. Support the Director of Banquets in achieving departmental financial objectives through effective revenue management, labor productivity, operating expense controls, and efficient resource utilization.
2. Review daily and weekly banquet revenue, comparing actual results against budget and forecast, and identify variances requiring follow-up or corrective action.
3. Assist in preparing departmental revenue forecasts, labor projections, operating expense estimates, and financial performance reports.
4. Monitor banquet labor expenses, overtime, staffing productivity, and payroll accuracy to ensure compliance with approved budgets and staffing guidelines.
5. Analyze staffing requirements based on event guarantees, service styles, anticipated business volume, and established labor productivity standards.
6. Identify opportunities to improve departmental profitability through efficient scheduling, effective resource allocation, waste reduction, inventory management, and operational improvements.
7. Ensure accurate event billing, including food and beverage charges, labor fees, equipment rentals, additional services, and other applicable charges in accordance with approved BEOs and hotel policies.
8. Verify that adjustments, voids, discounts, complimentary charges, and billing corrections are properly authorized and documented.
9. Ensure event checks are accurately processed, reconciled, and closed in compliance with established Accounting procedures and financial controls.
10. Review payroll records, attendance, worked hours, gratuity distributions, and applicable service-charge records to ensure accuracy and compliance with hotel policies and legal requirements.

Staffing, Leadership, and Colleague Development

1. Prepare and oversee weekly banquet schedules based on event requirements, business forecasts, approved staffing levels, and departmental productivity standards.
2. Adjust staffing levels proactively in response to changes in event guarantees, business volume, operational requirements, and service expectations.
3. Ensure proper allocation and supervision of full-time, part-time, on-call, and leased labor, maintaining consistent service expectations and operational accountability.
4. Monitor colleague attendance, punctuality, breaks, grooming, conduct, and performance in accordance with hotel policies and applicable regulations.
5. Provide consistent leadership, coaching, and guidance to Banquet Managers, Captains, Servers, Bartenders, Housepersons, and other assigned colleagues.
6. Establish clear performance expectations, delegate responsibilities appropriately, and follow up to ensure assignments are completed accurately and on time.
7. Identify training needs and coordinate structured departmental training focused on luxury service standards, food and beverage knowledge, event execution, safety, and operational efficiency.
8. Conduct colleague performance evaluations, provide constructive feedback, and address performance concerns in collaboration with the Director of Banquets and People & Culture.
9. Maintain appropriate documentation of attendance, coaching, performance discussions, training completion, and corrective actions in accordance with hotel policies.
10. Foster a positive, professional, and accountable work environment that promotes teamwork, colleague engagement, effective communication, and continuous improvement.
11. Participate in recruitment, interviews, selection, onboarding, and development of banquet colleagues in accordance with established hiring procedures and delegated authority.
12. Conduct regular departmental meetings and briefings to communicate business priorities, operational updates, service expectations, and areas requiring improvement.

Equipment, Inventory, and Departmental Maintenance

1. Maintain complete knowledge of banquet equipment, furniture, operating supplies, and their proper use, handling, maintenance, and storage.
2. Establish and monitor appropriate inventory and par levels for banquet operating supplies, linens, glassware, china, silverware, and equipment based on anticipated business levels.
3. Conduct regular inspections of banquet storage areas to ensure cleanliness, organization, accessibility, equipment protection, and compliance with safety standards.
4. Direct scheduled inventories, investigate discrepancies, monitor equipment losses and breakage, and implement corrective measures to protect hotel assets.
5. Identify damaged, missing, or inadequate equipment and coordinate timely repairs or replacement recommendations with Engineering, Purchasing, and the Director of Banquets.
6. Obtain vendor quotations and assist in evaluating equipment purchases, rentals, and capital improvement needs within approved purchasing procedures.
7. Coordinate with Stewarding, Housekeeping, Laundry, and other departments to ensure sufficient equipment, linens, and operating supplies are available for scheduled functions.

Safety, Compliance, and Operational Controls

1. Ensure compliance with applicable food safety, sanitation, occupational health and safety, fire prevention, and responsible alcohol service regulations.
2. Ensure banquet operations comply with applicable Texas alcohol regulations, including age verification, prevention of service to intoxicated individuals, and appropriate control of alcoholic beverages.
3. Monitor adherence to safe food handling, temperature control, allergen management, and approved procedures for leftover food and beverage products.
4. Ensure banquet rooms, emergency exits, corridors, storage areas, and service spaces remain compliant with fire and life safety requirements.
5. Report safety hazards, maintenance concerns, equipment failures, and operational incidents promptly, ensuring appropriate documentation and corrective follow-up.

Communication, Administration, and Leadership Accountability

1. Maintain accurate departmental records, including event reports, operational logs, attendance documentation, inventories, training records, and financial reports.
2. Ensure timely and accurate communication between shifts, including outstanding assignments, event changes, guest concerns, equipment issues, and required follow-up.
3. Attend departmental meetings, leadership briefings, menu tastings, wine tastings, and other designated meetings as required.
4. Maintain effective communication and collaboration with the Director of Banquets, Culinary leadership, Catering, Conference Services, Finance, and other hotel departments.
5. Identify recurring operational challenges, recommend improvements, and implement approved action plans to enhance guest satisfaction, productivity, and departmental performance.
6. Support the Director of Banquets in developing and maintaining departmental standard operating procedures, service standards, training programs, and operational controls.
7. Demonstrate sound judgment, professionalism, confidentiality, and accountability in all operational and colleague-related matters.
8. Assume responsibility for the daily management of banquet operations in the absence of the Director of Banquets, within established authority and hotel policies.
9. Perform additional job-related duties and responsibilities as assigned by the Director of Banquets, consistent with the position and hotel operational requirements.

Qualifications

ESSENTIAL

1. College degree in Hospitality Management or related field preferred.
2. Minimum of 3 years of banquet management experience, preferably in a luxury 4- or 5-star hotel.
3. Food handling certification and knowledge of applicable food safety and alcohol regulations.
4. Strong knowledge of banquet service styles, room setups, event logistics, and Banquet Event Orders
5. Demonstrated experience in managing large-scale events and multiple functions simultaneously.
6. Strong financial acumen, including budgeting, forecasting, labor productivity, cost controls, and profit and loss analysis.
7. Proven leadership skills with the ability to train, coach, motivate, and hold colleagues accountable.
8. Knowledge of luxury service standards, including Forbes Travel Guide expectations.
9. Strong organizational, problem-solving, and decision-making skills.
10. Effective verbal and written communication skills in English.
11. Proficiency in POS systems, scheduling software, and Microsoft Office, particularly Excel.

SKILLS & ABILITIES

• Lead by example and maintain a visible presence during banquet operations.
• Plan, prioritize, delegate, and execute responsibilities effectively.
• Anticipate guest needs and resolve service concerns professionally.
• Manage staffing levels, labor costs, and operational expenses.
• Develop colleagues through training, coaching, and performance feedback.
• Work collaboratively across departments and independently with minimal supervision.
• Maintain confidentiality and accountability for operational results.
• Remain flexible to work evenings, weekends, and holidays as business demands.

PHYSICAL ABILITIES

• Exert physical effort in transporting miscellaneous items (i.e. Queen Mary’s, warmers, chairs, tables, etc.) (50-100 pounds) throughout all areas of the hotel.
• Endure various physical movements throughout the work areas.
• Remain in stationary position for 30 minutes to 2 hours throughout work shift.
• Satisfactorily communicate with guests, management and co-workers to their understanding.

Additional Information

What’s in it for You?

• Generous Paid Time Off: Enjoy a healthy work-life balance with our paid time off policy.

• Comprehensive Health Coverage: Access Medical, Dental, and Vision Insurance to keep you and your family healthy.

• 401K Plan: Secure your future with our competitive 401K retirement savings plan.

• Complimentary Shift Meal: Savor delicious meals on us during your shifts!

• Exclusive Employee Benefit Card: Unlock discounted room rates at Accor hotels worldwide, making travel more affordable.

• Professional Development: Enhance your skills with learning programs through our Academy, tailored for your growth.

• Make a Positive Impact: Get involved in our Corporate Social Responsibility initiatives, like Planet 21, and contribute to meaningful change.

• Career Advancement Opportunities: Take your career to new heights with opportunities for national and international promotions.