Overview

The Catering Administrator is responsible for supporting the Director of Premium and Catering Manager with administrative and operational functions related to providing support for catered functions, backstage catering, team catering and meals, and other duties as assigned.

The catering administrator provides support in the creation, communication, and distribution of all catered events as well as serves as the liaison between all catering function clients and the operations team. Additionally the catering administrator will be the main contact point with the venue operations team on setup and tear downs.

Responsibilities

• Participates in weekly BEO meetings and staff meetings, as required, to help facilitate excellent communication of information between teams.
• Responsible for negotiating and submitting finalized contracts and Banquet Event Orders (BEOs) to the General Manager, Director of Premium, and Catering Manager.
• Generates, negotiates and closes contracts on social and small corporate business.
• Oversees event coordination, with support from Catering Manager, as final decision-maker in matters pertaining to event execution including financial and operational matters.
• Responsible for ensuring that contract signatures, cut off dates and estimates are accurate and that all contracts are processed in accordance with company credit policies.
• Responsible for authorizing and accurately communicating any BEO revisions to appropriate departments.
• Promptly responds to all customer needs and inquiries in an efficient, expedient and professional manner.
• Develops strong customer relations through frequent communication and the use of courteous and ethical interpersonal interaction.
• Responsible for high-level oversight to ensure successful onsite catered events and customer satisfaction to encourage repeat business and referrals
• Coordination of event level services to ensure a high level of event holder satisfaction in all pertinent areas of the event experience.
• Provides on-going direction, supervision and mentoring to hourly event staff. Monitors product quality and ensures high level of guest service.
• Provide support on-site at catered functions as directed, including directing catering teams on tasks.
• Ensures staff is briefed on event requirements and assigned to a specific area prior to events.
• Enforces all venue policies and procedures as they relate to guest satisfaction, quality standards, uniform policy, operating procedures and quality presentation. Ensures total compliance with all alcohol service policies.
• Monitors alcohol service throughout event to ensure 100% compliance with alcohol service policies. Reports any alcohol service or compliance issues to management immediately.
• Generates event employee timelines, diagrams and verifies employee time for the Catering Department.
• Generates event summaries that include service details, possible billing changes and any other significant information required.

Qualifications

• High school diploma or equivalent.
• Associates or higher education degree in Hospitality Management, Business, or other similar field preferred. Degree requirement may be substituted for two or more years’ experience in hospitality management, food & beverage management, business management or related administrative management position with a high school diploma or equivalent.
• Excellent communication & interpersonal skills and ability to work in a fast-paced event driven environment.
• Excellent computer skills in a Windows format with experience in MS Word, Excel & Outlook.
• Past experience with caterease or other BEO creation programs helpful
• Detail oriented, ability to multi-task and effectively prioritize many tasks.
• Ability to be self-directed and work independently.
• Ability to work a varied schedule including days, evenings, and weekends to support catered functions.
• While performing duties of this job, the employee is constantly required to multi-task and prioritize work.
• Position requires constant attention to complex details on banquet event orders and accuracy of specified standards of work including
• Position requires frequent use of excellent interpersonal, professional communication skills with co-workers, management staff and guests in person and by phone & email.
• Requires maintaining a well-groomed professional appearance.
• Requires frequent ability to work on a task independently and frequently work as a part of a team for a variety of tasks.
• Ability to maintain a positive and productive attitude in high pressure situations.
• Ability to read and comprehend complex documents including Banquet Event Orders or temporary staff documents.

Physical demands:

• While performing duties of the job, the employee will constantly be required to grasp, fingering manipulation, and feeling while using basic office equipment such as a computer, phone, copy machine, fax machine, etc. Frequent exposure to a loud event environment with up to thousands of guests in attendance. Employees will frequently be required to lift up to 30 pounds, and push/pull up to 100 pounds to transport materials within the facility. Vision requires ability to constantly operate a computer or other office equipment by adjusting focus and ability read detailed material. Ability to frequently hear communication of others is a frequently loud event-based environment.