Events Supervisor

Key Responsibilities

1. Functions and Events Planning

• Plan, organize, and coordinate company functions, meetings, celebrations, special events, and catering requirements.
• Review event requirements, including menu, headcount, venue, schedule, equipment, manpower, setup, and service arrangements.
• Prepare event plans, timelines, checklists, and operational requirements prior to each function.
• Coordinate with the client or requesting department to clarify event details and special requirements.
• Ensure all event requirements are properly communicated to concerned teams before the event.

2. Event Coordination and Client Management

• Act as the primary operational coordinator for assigned functions and events.
• Maintain professional communication with clients, company representatives, and event organizers.
• Conduct site inspections and coordinate venue requirements when necessary.
• Manage changes, special requests, and last-minute requirements while ensuring proper coordination and approval.
• Address client concerns during events and ensure timely resolution of operational issues.
• Gather client feedback after events and identify opportunities for service improvement.

3. Event Operations and Execution

• Supervise the complete execution of functions, from pre-event preparation and venue setup to food service, event turnover, and post-event activities.
• Ensure food presentation, service flow, venue setup, and overall event execution meet Company and client standards.
• Conduct pre-event briefings with assigned personnel regarding duties, service sequence, menu, guest requirements, and safety protocols.
• Monitor food replenishment, service quality, cleanliness, and overall event flow.
• Ensure proper breakdown, clearing, inventory checking, and turnover of the venue after each event.

4. Manpower Supervision

• Determine manpower requirements for each event in coordination with the Operations team.
• Assign specific duties and responsibilities to event personnel, service crew, kitchen staff, and other support personnel.
• Supervise and monitor attendance, grooming, performance, and discipline of assigned event manpower.
• Ensure that all personnel are properly briefed and trained on event-specific requirements and service standards.
• Recommend additional manpower or operational adjustments when necessary.

5. Menu and Food Service Coordination

• Coordinate with the Kitchen and Menu Planning team regarding menu requirements, food quantities, preparation schedules, and special dietary requests.
• Ensure that food production and service are aligned with the approved event requirements.
• Monitor food quality, presentation, portioning, temperature, and availability during events.
• Coordinate with the Food Safety/Quality team to ensure compliance with food safety and sanitation standards.
• Ensure proper handling, storage, transportation, and service of food throughout the event.

6. Logistics, Equipment, and Supplies

• Coordinate the availability and deployment of tables, chairs, serving equipment, utensils, chafing dishes, linens, décor, and other event-related materials.
• Ensure all required equipment and supplies are available, clean, functional, and properly accounted for.
• Coordinate with Purchasing, and other concerned departments for event requirements.
• Monitor the proper use, handling, and return of Company-owned equipment and materials.
• Report missing, damaged, or defective equipment and supplies.

7. Financial and Administrative Monitoring

• Prepare and monitor event-related operational requirements based on approved budgets and quotations.
• Coordinate with the appropriate departments regarding event costing, purchasing, billing, and other financial requirements.
• Monitor food, manpower, supplies, and other event costs to support profitability.
• Ensure that additional client requests or changes with cost implications are properly documented and approved.
• Prepare event reports, expense documentation, and other required operational records.

8. Compliance and Safety

• Ensure all functions and events comply with Company policies, client site rules, food safety requirements, sanitation standards, and applicable regulations.
• Monitor proper use of PPE and adherence to workplace safety procedures when applicable.
• Ensure proper sanitation and cleanliness before, during, and after events.
• Immediately report accidents, incidents, food safety concerns, property damage, or other operational issues to management.
• Support the implementation of corrective actions and preventive measures.

9. Post-Event Evaluation and Reporting

• Conduct post-event assessment to identify operational issues, client concerns, and opportunities for improvement.
• Prepare event completion reports, including attendance/headcount, issues encountered, wastage, additional requirements, and other relevant information.
• Monitor event performance and provide recommendations to improve service quality and operational efficiency.
• Maintain an organized record of event details, client requirements, costing, and post-event documentation.

10. Business Development and Continuous Improvement

• Identify opportunities to improve the Company’s functions and catering services.
• Recommend new menu offerings, service approaches, event packages, and operational improvements based on client needs and market requirements.
• Support management in developing and maintaining strong relationships with clients and concessionaire partners.
• Assist in identifying potential additional catering and event opportunities within existing client accounts.
• Contribute to initiatives that improve customer satisfaction, operational efficiency, and event profitability.