Event and Catering Coordinator

Job Summary

The Events & Catering Coordinator for Bon Appétit Management Company is responsible for
assisting with the execution of all events and catering functions. This position will also assist the
Sr. Events & Catering Manager/Events & Catering Manager in supervising the sales and event
order communications, scheduling and training of service staff, planning, delivery, set up, clean up,
and proper invoicing for all daily events.

POSITION OBJECTIVES:

In the performance of their respective tasks and duties all Lead Coordinators are expected to
complete the following:

● Perform quality work within deadlines with or without direct supervision.
● Interact professionally with other employees, customers and suppliers.
● Work effectively as a team contributor on all assignments.
● Work independently while understanding the necessity for communicating and
coordinating work efforts with other employees and organizations

Major Duties

Daily Operations

● Work collaboratively with all Events & Catering team members across campus.
● Ensure that all daily client requests are processed and fulfilled to client and Bon Appétit
expectations.
● Ensure that all Events & Catering standards are met and executed.
● Assist the Events & Catering Manager in scheduling hourly personnel appropriately based
upon business needs and events, if/when needed.
● Assist with vendor relationships by working with external vendors, and processing vendor
invoices in a timely manner.
● Assist with management and maintenance of Events & Catering equipment, décor, supplies
and storage spaces.
● Partner with Culinary staff on as needed basis
● Consistent and efficient completion of all paperwork- including schedules, changes,
business fluctuations while maintaining a professional, calm and composed demeanor.
● Accommodate last minute client orders and add-ons efficiently and courteously
● Assist in the daily operations of the department.
● Consistent and efficient correspondence, coordination and execution of events while
maintaining a professional, calm and composed demeanor.

Culinary Program

● As needed, works with culinary team to make ensure that all catering menu items meet Bon
Appetit's Sustainability Commitments.
● As needed, works with culinary team to ensure that portion sizes are standardized and
maintained for all functions.
● As needed ensures that all catering orders and event sheets are distributed and updated
clearly for all staff.
● As needed, participates in Events & Catering functions and reviews set up, food display,
taste, temperature and ease of use to determine better practices to implement. Works with
staff on set up and food display to make sure that all events meet pre-established Great
Expectations Catering standards.

Customer Service

● Be the Events & Catering experts to go above and beyond client expectations.
● Represents company in a courteous, efficient, and friendly manner in all customer and
employee interactions
● Interact with customers and resolves customer complaints in a friendly and service-oriented
manner
● Approaches all situations with a can-do attitude and presents solutions not problems.
● Reviews and Responds to all customer comments within 24 hours of submission
● Relays relevant comments from customers directly to Events & Catering team

Minor Duties

Special Events

• Assist Sr. Events & Catering Manager/ Events & Catering Manager with planning and
execution of VIP/Offsite events.
• Assist Sr. Events & Catering Manager/Events & Catering Manager with planning and
execution of all specialty events.
• Work collaboratively within Events & Catering team to execute specialty events and
requests per clients needs, budget and unit guidelines.
• Maintains special event marketing collateral and photographs.
Marketing and Sales
• Maintains Client base while generating new client contacts and facilitating a client referral
program
• Assists with Events & Catering Open House and promotional events
• Assists with tracking Events & Catering revenue and forecasts to budget, producing
monthly reports and variance explanations.
• Develops and implements programs on campus to solicit new business, tracks participation
generated from new marketing.

Food and Safety Responsibilities

● As needed, assist with ensuring proper presentation, portion control, and maintenance of
proper serving temperatures – follows HACCP standards, and temperature records
● As needed, assist with orderliness of all equipment, supplies and utensils within work area
● Comply with all health and safety regulations
● As needed, handles food items appropriately during preparation
● Adheres to all Fact training Modules and HACCP procedures
● Attends safety meetings and participates in safety inspections
● Ensures that all injuries and accidents are reported on a timely and accurate basis

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty
satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or
ability required. Reasonable accommodations may be made to enable individuals with disabilities
to perform the essential functions.

● Excellent organizational and communication skills required.
● Ability to read and comprehend elaborate instructions, event requests, correspondence, and
memos written in English with attention to details and grammar.
● Ability to write professional correspondence through email.
● Highly proficient in Microsoft Suite, PPT/Word/Excel/Outlook/Teams. Experience with
Tripleseat, Allseated, Social Tables or Ungerboeck a plus.
● Ability to work at times with minimal supervision, and accomplish tasks without direct
instruction, and problem solve for the best solutions
● Ability to work flexible work schedules/shifts based on business demands. This will
include working after hours and/or weekends if and when needed.
● Guest focused, with a helpful, positive and 'can-do' attitude.
● Be an excellent team player while also showing the drive and enthusiasm to work on their
own initiative.
● Self-motivated and work with a sense of urgency, whilst demonstrating excellent attention
to detail.
● General hospitality knowledge with at least two years events and catering experience.
Additional experience including event planning, DMC, off-premise catering, or experience
in a high-volume corporate environment will be advantageous in this role.
● Ability to see the big picture and help department scale and grow with integrity.
● Ability to interact with diverse and high-volume customer base in a friendly and efficient
manner.
● Ability to operate Web based ordering system, process customer requests, changes to
orders, updates and client profiles.
● Possess the ability to meet Bon Appétit unit specific uniform standards for this position.
● Utilize all Personal Protective Equipment’s per Bon Appétit guidelines.