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

• Maintain complete knowledge of and ensure compliance with all Fairmont brand standards, departmental policies, operating procedures, and service expectations.
• 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.
• Demonstrate a consistent and visible leadership presence throughout banquet operations, actively overseeing event preparations, service execution, and breakdown.
• Anticipate guest and client needs, respond promptly to requests, and maintain positive relationships with guests, event organizers, and hotel colleagues.
• Address guest concerns and service deficiencies professionally, ensuring timely resolution, appropriate follow-up, and documentation when necessary.
• Monitor the cleanliness, organization, sanitation, safety, and overall presentation of banquet rooms, meeting spaces, service areas, storage facilities, and equipment.
• Ensure banquet colleagues consistently demonstrate professional grooming, appropriate uniforms, service etiquette, and luxury hospitality standards.
• 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

• 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.
• Attend and actively participate in BEO meetings, resume meetings, pre-convention meetings, and other operational planning meetings to ensure accurate communication and preparation.
• 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.
• Coordinate with Culinary, Catering, Conference Services, Stewarding, Engineering, and other supporting departments to confirm menu requirements, equipment needs, event timing, staffing, and service arrangements.
• Review daily and upcoming banquet functions to anticipate operational challenges, identify potential conflicts, and implement appropriate solutions before events begin.
• Conduct detailed inspections of banquet rooms and meeting spaces to ensure proper furniture arrangements, table settings, linens, audiovisual requirements, cleanliness, and overall event readiness.
• Inspect buffet presentations, coffee breaks, reception stations, bars, and food displays to ensure proper organization, presentation, replenishment procedures, and adherence to event requirements.
• Verify the availability, cleanliness, functionality, and proper placement of all banquet equipment, service utensils, furniture, linens, and operating supplies.
• Prepare or oversee service station assignments, colleague responsibilities, sidework, and service sequences based on event requirements and established staffing guidelines.
• Conduct pre-function briefings to review event details, VIPs, service standards, menu knowledge, dietary restrictions, timing, assignments, and anticipated guest expectations.
• 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.
• Monitor event execution closely, ensuring the correct timing of food and beverage service, professional guest interactions, and adherence to approved BEO requirements.
• Coordinate service adjustments and additional guest requests with Culinary and Catering, ensuring changes are properly communicated, approved where required, and documented.
• Maintain a hands-on supervisory presence during service, providing direction, assisting colleagues when necessary, and ensuring immediate correction of service deficiencies.
• Ensure compliance with approved event guarantees, service timelines, room assignments, and group arrangements. Escalate significant deviations to the Director of Banquets and appropriate departments.
• 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.
• Complete accurate post-event reports documenting actual attendance, guarantees, service execution, client feedback, operational challenges, and outstanding follow-up items.

Financial Management and Profitability

• Support the Director of Banquets in achieving departmental financial objectives through effective revenue management, labor productivity, operating expense controls, and efficient resource utilization.
• Review daily and weekly banquet revenue, comparing actual results against budget and forecast, and identify variances requiring follow-up or corrective action.
• Assist in preparing departmental revenue forecasts, labor projections, operating expense estimates, and financial performance reports.
• Monitor banquet labor expenses, overtime, staffing productivity, and payroll accuracy to ensure compliance with approved budgets and staffing guidelines.
• Analyze staffing requirements based on event guarantees, service styles, anticipated business volume, and established labor productivity standards.
• Identify opportunities to improve departmental profitability through efficient scheduling, effective resource allocation, waste reduction, inventory management, and operational improvements.
• 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.
• Verify that adjustments, voids, discounts, complimentary charges, and billing corrections are properly authorized and documented.
• Ensure event checks are accurately processed, reconciled, and closed in compliance with established Accounting procedures and financial controls.
• 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

• Prepare and oversee weekly banquet schedules based on event requirements, business forecasts, approved staffing levels, and departmental productivity standards.
• Adjust staffing levels proactively in response to changes in event guarantees, business volume, operational requirements, and service expectations.
• Ensure proper allocation and supervision of full-time, part-time, on-call, and leased labor, maintaining consistent service expectations and operational accountability.
• Monitor colleague attendance, punctuality, breaks, grooming, co