Essential job functions include, but are not limited to the following:
Management and Support
• Responsible for daily monitoring of all AO worksheets, Calendar Invites, and Daily Recaps to verify they all match one another and provide correct information to the restaurants.
o Confirm completeness of all calendar invites.
o Review AO Worksheets and Daily Recaps completed by Catering Sales Specialists, prior to being sent out to the restaurants.
• Maintains a high sense of urgency in the order taking process and in communicating orders to the restaurants.
o Assists with answering phones, drafting proposals, and entering orders into AO during busy times.
o Responsible for verifying all confirmed orders have been entered into AO each week by the EOD on Wednesday at the latest.
• Works with the LO to manage the distribution of catering jobs in markets with multiple restaurants within close proximity.
• Manages all online catering requests from the website by delegating requests to hourly Catering Sales Specialists.
o Ensures that all website requests are responded to within 24 or 48 hours. (depending on volume)
o Tracks the number of online catering requests received and the percentage of jobs that the sales center books each period.
• Manages the follow up process on all ‘pending quotes’ that have been distributed by the sales center.
• Personally handles any guest recovery opportunities; communicates with any dissatisfied catering guests in the sales center.
Large / VIP Client Management
• Drafts proposals and communicates with large and/or VIP catering clients.
• Acts as the main contact in the sales center for special event venues and/or event coordinators.
o Manages any special venue fees and proposals that reflect upcharges.
• Prepares major invoices for large / VIP clients.
Scheduling
• Creates weekly schedules for hourly Catering Sales Specialists. Manages hourly labor and overtime.
• Manages Rig / Grill / Food Truck scheduling to prevent double booking or overlap amongst stores.
o Consistently communicates equipment scheduling to all Catering Ops Managers, LSMs, and LOs.
• Manages the rotation of the “on call” phone and/or monitors the catering email address after hours.
o Handles any urgent request needed after hours.
Development
• Instills a ‘sales mentality’ in the hourly Catering Sales Specialists.
• Motivates hourly employees to grow sales over the phone.
o Partners with the LSMs to utilize “sales tools” to effectively sell Jim ‘N Nick’s catering services (example – Catering Tumblr presentations, seasonal holiday menus, etc )
o Identifies new catering opportunities and leads; contributes ideas and suggestions to sales team and LO.
• Helps preserve the Jim ‘N Nick’s culture by exemplifying the “Trust, Appreciation, Respect” attitude to all team members.
Administrative Duties
• Management of AO Workbooks on One Drive for Business to electronically store all past client information.
• Updates and sends out Catering Planner on a weekly basis
• Handle COI requests
• Keeps running list of House Accounts and acts as the liaison between AR and the restaurants to ensure invoices are paid in a timely fashion.
• Assist with local permits, event venue contracts, or any legal forms (with LO approval)
• Act as the point of contact for rental and entertainment quotes
• Keeps inventory of office supplies needed in CCC and orders when needed.
Communication and Planning
• Attends weekly meetings / conference calls with Catering Ops Managers and Local Store Marketers to ensure clear communication and proper planning regarding all upcoming catering jobs.
• Ensures clear communication to the GMs and LO regarding upcoming product and scheduling needs.
• Relays all guest feedback (positive and negative) from catering clients to the appropriate parties.
• Effectively communicates all company initiatives and seasonal marketing campaigns to hourly catering sales specialists to ensure clarity and understanding. (Example – catering tailgating ‘specials’ or Black Friday catering menus)
• Provides timely, accurate and complete reports on sales and other information required.
• Acts as the liaison between hourly Catering Sales Specialists and LO regarding direction or approval on comped orders, house accounts, or anything else requiring LO approval.
Qualifications
Education / Training / Work Experience
• A Bachelor’s Degree and/or equivalent experience in a similar role.
• One (1) to three (3) years of restaurant operations experience is preferred.
• Experience in Catering Sales preferred.
• Familiar with standard concepts, practices and procedures within the restaurant industry.
• Extremely proficient with a variety of computer software applications (Outlook, Excel, PowerPoint, and Word)
Knowledge / Skills / Abilities
• Superior organizational skills and attention to detail
• Superior phone etiquette required
• Excellent written and verbal communication skills
• Ability to problem solve, prioritize, manage multiple and changing timelines, and multi-task with limited supervision while meeting established timelines.
• High level of interpersonal skills
• Delivers results for which he/she is accountable
• Dependability, flexibility and professional demeanor
• Maintains high standards of personal ethics; is consistently honest and truthful in all situations
• Communicates with enthusiasm and maintains a positive attitude
• Must be able to work a variety of scheduled hours, based on the needs of the business (ex – late hours, holidays, weekends); regular and predictable attendance