Senior Banquet Administrator

Job Description

Job Description

SENIOR BANQUET ADMINISTRATOR

Yountville, CA

We are seeking a highly organized, detail-oriented, and personable Senior Banquet Admin to support the planning and execution of banquet and event operations. This role is the operational backbone of our events program. You will be coordinating logistics, inventory, scheduling, and vendor/client communication to ensure every event runs smoothly from first inquiry to final breakdown. This is a hands-on, people-facing role ideal for someone who thrives on staying organized amid a fast-paced schedule, enjoys interacting with clients and staff throughout the day, and takes pride in getting the details right.

ESSENTIAL JOB RESPONSIBILITIES:

• Coordinate and administer all banquet and event logistics from initial booking through event completion, keeping timelines, documentation, and communication organized throughout.
• Serve as a key point of contact for clients, event planners, and internal departments, gathering event requirements, preferences, timelines, and budgets.
• Prepare detailed event orders and proposals including menus, room setups, staffing needs, audiovisual requirements, and special requests.
• Manage inventory of banquet equipment, supplies, and event materials, including ordering, restocking, and tracking usage across events.
• Build and maintain event and staff schedules, coordinating with banquet team members to ensure appropriate coverage for each function.
• Support the setup, service flow, and breakdown of events, staying hands-on and present to troubleshoot in real time and ensure a seamless guest experience.
• Respond promptly and professionally to guest questions or concerns during events.
• Coordinate with culinary leadership on menu logistics, service timing, and any last-minute adjustments.
• Track banquet-related costs and assist in identifying opportunities to streamline ordering, staffing, and event planning processes.
• Conduct regular walk-throughs of banquet spaces, equipment, and storage areas to confirm cleanliness, organization, and event-readiness.
• Maintain compliance with health, safety, and sanitation standards across all event spaces.
• Maintain accurate and up-to-date event files, inventory logs, staffing records, and post-event reports.
• Stay current on event industry trends and service best practices to help continually improve the guest and client experience.

REQUIRED QUALIFICATIONS:

• Bachelor's degree in Hospitality Management, Event Management, Business Administration, or a related field preferred.
• Minimum of three (3) years of experience in banquet operations, event coordination, or food and beverage administration required.
• Strong working knowledge of banquet logistics, including event planning, inventory/ordering, room setup, and audiovisual coordination.
• Highly organized with excellent time management and multitasking skills — comfortable juggling several events and moving pieces at once.
• A social, personable communication style with strong verbal and written skills; comfortable working closely with clients, vendors, and staff throughout the day.
• A hands-on, roll-up-your-sleeves approach, with willingness to be actively present and involved during event setup and execution.
• Proficiency in event management systems, point-of-sale systems, and Microsoft Office Suite.
• Ability to work flexible hours, including evenings, weekends, and holidays, based on business needs.