Casual Rostered Functions Coordinator

Reports to General Manager

Employment basis Casual / rostered as required

Primary focus On-the-night function and licensed venue supervision

Location Toitū Pōneke Community & Sports Centre, Kilbirnie, Wellington

Position Purpose

The Casual Function / Duty Manager provides on-the-night operational leadership for functions and events where the size, complexity, licensed activity or client requirements warrant dedicated supervision.

The role receives the event handover from the General Manager or Community, Club & Venue Operations Coordinator and takes responsibility for smooth operational delivery, guest experience, staff coordination, licensed requirements and close-down.

Key Relationships

·         General Manager

·         Community, Club & Venue Operations Coordinator

·         Food & beverage and casual event staff

·         Function clients, guests and suppliers

·         Security personnel where engaged

Key Responsibilities

1. Event Handover & Opening

·         Review the function brief/run sheet and clarify any outstanding requirements before the event.

·         Complete client handover on arrival and confirm key timings, room setup and event arrangements.

·         Check relevant function spaces, equipment and service areas are ready.

2. On-the-Night Supervision

·         Act as the primary operational contact for the client during the function.

·         Coordinate rostered staff and ensure responsibilities are clear.

·         Monitor the event timetable, guest experience and venue presentation.

·         Respond to operational issues and escalate significant matters to the General Manager where required.

·         Coordinate security or other event personnel where applicable.

3. Licensed & Food and Beverage Operations

·         Oversee bar and food & beverage operations where these form part of the event.

·         Support compliance with the venue's alcohol licence, host responsibility requirements and relevant policies.

·         Ensure alcohol is served responsibly and venue restrictions are observed.

·         Monitor bar tabs and communicate with the client as agreed limits are approached.

4. Close-Down & Financial Handover

·         Coordinate orderly event close-down and ensure venue conditions are followed.

·         Confirm decorations and client property are removed as required.

·         Ensure bar tabs, minimum-spend shortfalls and other outstanding function balances are identified for settlement on the night in accordance with venue policy.

·         Complete required cash-up/reconciliation or handover processes where authorised.

·         Record incidents, damage, additional cleaning or other issues requiring follow-up.

When This Role Is Used

This role is rostered when an event's size, complexity, licensed activity or operational requirements justify dedicated duty management. Smaller events may be supervised by suitably trained existing food & beverage staff where appropriate.

Key Performance Indicators

·         Functions run safely, professionally and in accordance with the agreed event brief.

·         Clients have a clear operational contact throughout the event.

·         Staff are coordinated effectively and issues are resolved promptly.

·         Licensed venue and host-responsibility requirements are followed.

·         Bar tabs and outstanding balances are managed in accordance with venue policy.

·         Close-down, incident reporting and operational handover are completed accurately.

Person Specification

·         Previous function, hospitality, venue or duty-management experience.

·         Calm and confident decision-making in busy environments.

·         Strong customer service and communication skills.

·         Ability to coordinate staff and manage competing priorities.

·         Good understanding of licensed premises responsibilities and host responsibility.

·         Current relevant alcohol-management certification where required for the duties rostered.

·         Reliable, practical and comfortable working evenings and weekends.

Role Success

Success in this role means clients feel looked after, staff know what is expected, licensed and operational requirements are maintained, issues are handled confidently, and functions finish with a clean and accurate handover to the General Manager.