Assistant Concessions and Front of House Coordinator

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Note: Applications will be accepted until 11:59 PM on the Posting End Date.

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There are 2 vacancies for this position

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Description Summary

POSITION FUNCTION

50% Concession, 50% FOH

To assist with the coordination of all aspects of the Bar and Concessions for the Chan Centre.
Supervises the Front of House Event Staff for show related and concession duties on selected events.

Applicants must be available for a minimum of 2 shifts a week (approx. 8-10 hours) with one shift falling on a weekend (Friday, Saturday, Sunday). Shift start times can be in the morning, afternoon or evening. Must be available to work in May and Jun

Organizational Status

Reports to the Manager, Ticketing and Front of House as well as the Events and Front of House Coordinator.

Work Performed

The Assistant Concessions and Assistant Front of House Coordinator will, on rotation also work a standard FOH and bar positions.

Concessions duties - 50%

- Assists with training, motivating, supervising Bar and Concession staff in conjunction with the Events and Front of House Coordinator and Manager, Ticketing and Front of House.
- Updating, implementing and maintenance of Bar and Concessions' stock inventory, sales database and investigates variances.
- Printing of concessions invoices from host bar events.
- Tracks variances from each bartender in each event.
- Creating and distributing nightly bar sales reports
- Prepares monthly concessions summary reports.
- Creating and distributing Host Bar Event invoices to appropriate staff
- Creating and updating concessions manuals.
- Updates bar database when new products are brought in.
- Works with the Front of House Coordinator forecasting future needs of Bars and Concessions' products and supplies, and ordering accordingly
- Tracking Bar spillage and shrinkage for daily reports and weekly budget reports
- Communicates with bar staff about new products and procedures.
- Occasionally collects and does laundry (table cloths, cleaning rags).
- Assists the Front of House Coordinator with the "Serving it Right Certification" of each Bartender and Bar Captain.
- Works with the Front of House Coordinator to ensure standards set out by the Liquor Licensing Board and the Vancouver Board of Health as well as setting and maintaining the highest standards set out by the Chan Centre are met.
- Ensuring security of building and safety of performers, staff and patrons including lock up of building at the end of the evening when required.
- Reports any necessary building repairs to the Front of House Coordinators or the Production Clerk.
- Performs other related duties as required.

FOH duties - 50%

- Performs data entry on the computerized operations records including scheduling, staff contact lists, event listings, and availability sheets.
- Assist with creation and distribution of show reports.
- Supports Front of House Coordinator by administrating the scheduling of their respective staff. Tracks responses from staff confirming or declining shifts.
- Ensuring effective implementation of Bar and Concessions services to the general public and all patrons attending performances and activities at the Chan Centre.
- Maintaining standards set out by the Liquor Licensing Board and the Vancouver Board of Health as well as setting and maintaining the highest standards set out by the Chan Centre.
- Supervises FOH cash handling on nights that he/she is assigned to work.
- Works with Front of House Coordinator(s) and Manager, Ticket Supervisor(s), Ticketing staff, Production Manager, Stage Technicians and clients to ensure that performances and events run smoothly and on time, including the handling of any patron problems or concerns.
- Supervises the entry of latecomer to all events.
- Oversees and ensures that negotiated customer requirements are met at each performance or event including receptions, ceremonies, meetings and plenaries.
- Helping to ensure security of the building and safety of staff and patrons including lock up of building at the end of the evening when required
- Writes the Front of House show report for the event he/she is supervising.
- Reports any necessary building repairs via the Front of House Show report, to the appropriate parties or the Associate Managing Director in the Department of Facilities and Operations
- Provides leadership to contribute to a friendly and positive environment in Guest Services.
- Acts as Fire Safety Director on nights that he/she is assigned to work.
- Ensure that all details are met to the satisfaction of the client and to the high standards of the Chan
- Performs other related duties as required

Consequence of Error/Judgement

Tasks are clearly defined and usually arranged by the person or people overseeing this position. Most problems are referred to supervisor. Poor interpersonal skills would impact on Chan Centre's clients and patrons and result in poor staff relations. Lack of excellent customer service, providing incorrect information and/or errors in production data entry would have a negative impact on the Chan Centre for the Performing Arts and U.B.C. It is expected that clients be treated in a courteous and cheerful manner at all times. Errors in judgement could result in dissatisfied patrons or performers and/or safety issues.

Supervision Received

Works under direct supervision of the Events and Customer Service Manager. Performs most duties independently with ongoing consultation about efficiency and problems.

Supervision Given

Supervises Front of House Attendants and Bartenders during performances and events. Provides input to the Event and Front of House Coordinator and the Manager, Ticketing and Front of House on matters regarding to training, work procedure and discipline.

Minimum Qualifications

A minimum two year's experience in food and beverage operations or Front and House

- Willingness to respect diverse perspectives, including perspectives in conflict with one's own
- Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Post-secondary studies with a focus on theatre management; hospitality or an equivalent combination of education and experience. Experience with high-volume beverage service and establishments. Theatre/Concert Hall experience. A thorough understanding of Chan Centre concessions policies and procedures. Experience with stock rotation and other inventory systems. Ability to communicate effectively verbally and in writing. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to provide quality service to customers in a courteous, patient manner. Ability to effectively train, supervise, and motivate employees. Ability to maintain accuracy and attention to detail. Ability to exercise tact and discretion when handling sensitive and/or confidential matters. Ability to prioritize and work effectively under pressure to meet deadlines. Physical ability to perform the duties of the job e.g. lift up to 15kg and stand for long periods of time Must be able to work flexible shifts and irregular hours. Ability to effectively use MS Word and Excel at above average knowledge. Valid First Aid Certificate - Level 1 would be an asset. Serving it Right responsible beverage service certificate and Food Safe Level 1 is required. Experience with point-of-sale system - Volante.