Catering Sales Coordinator

Job Summary

Operations

Completes projects in a timely and professional manner
Provides professional clerical support including filing, copying and typing of letters/memos
Ensures that appropriate Catering materials are always available
Manages multiple projects concurrently
Provides ready assistance to Catering management to ensure all catering services exceed guest expectations
Manages the distribution of inquiries efficiently
Takes initiative within all aspects of the position
Has strong attention to detail
Coordinates menus, promotions and programs as outlined by the Director of Catering in accordance with Levy standards
Manages the distribution of internal paperwork efficiently
Currently distributing everything at 28 days prior to the event, and any pop up or revised events within that time period.
Maintaining the primary function book so that it is completely up to date, in proper sequence, and that there are no BEO’s missing
Any urgent revisions and /or pop-ups are to be hand delivered and phoned/emailed for anyone that was unable to receive a hand distributed copy
As a progressing coordinator, you will be assigned groups both internal and external to detail
Initiates contact with clients to secure their food and beverage selections in advance of event dates

Prior to event

Delivering Welcome letters with timeframe guidelines
Creating Banquet Event order
Catering Contract
Offering tastings/Pre-cons as warranted
Invoice for event 
Collecting 100% or estimated charges in advance of the group’s arrival unless authorized by the General Manager for post-billing
Obtaining Signed copies of all event orders executed
Communicates client’s needs through timely and detailed written and verbal communications to ensure internal understanding / compliance and external guest’s expectation of services 
Distributing Event Orders 28 days prior to the start of the function
Participating in weekly BEO meetings to review pertinent information with other departments
Holds team accountable to steps of service to deliver great guest service
Ensures show quality standards are maintained at all times

Post Event

Obtains and enters in correct consumption numbers within 2 business days
Processes the event’s work orders to completion within 2 business days of the events completion
Communicating to the building partner that the event is closed and ready for billing
Send thank you card/gift to client
Obtain client feedback and relay that information to Operations
Maintain a Levy standard “Perfect File” for all team files
Additional Responsibilities as assigned 

Position Requirements

Able to communicate effectively with management team, guests and team members by speaking and comprehending English
English reading, writing, math and computer skills required
Ability to taste and evaluate food and beverage products
Stamina to work 60 hours or more per week
Must be able to work extended shifts of 10 hours or more as business dictates
Must be flexible with schedule and able to work different shifts
Possible job hazards include, but are not limited to; slips, trips, falls, burns, cuts and strains
Must be able to reach, lift, stoop, bend and perform extensive standing and walking (including stairs) throughout shift
Ability to use hands in using office equipment, including the computer system
Ability to talk and hear to conduct phone correspondence
Close vision and focus capabilities to view computer screen and company documents