Catering Coordinator Job in San Jose 95192, California US
POSITION SUMMARY:
Under the guidance of the Assistant Director of Catering Operations, the Catering Coordinator is responsible to provide excellent support and service, and reliable information to a variety of guests, students, staff, faculty, and vendors regarding Catering’s offerings, products, and services. Candidate will help pull, prep and set events both on and off site during peak periods. The Catering Coordinator will manage both inbound as well as outbound calls with expert menu and service knowledge and offering superior customer service. The Catering Coordinator will work closely with the Catering Sales Manager to craft and implement initiatives to generate new business opportunities and increase sales volume. Candidate must have flexible hours including evenings and weekends. Candidate must be able to work in a fast paced environment with little to no direct supervision at times.
DUTIES AND RESPONSIBILITIES:
Serves as the overall event orchestrator: is responsible to ensure that all food, facilities and resources are appropriately booked and effectively communicated for each event, to ensure an overall excellent customer event experience. Ensures prompt and timely follow up to questions and issues, including last minute changes and substitutions.
- Provides clear and concise direction and communication to cooks and event staff
- Participates in the set up and delivery process of catering operations
- Communicates regularly with clients and customers to assure service satisfaction
- Reviews last minute details and ensures that menus and agreed upon arrangements have been met and satisfied.
- May order specialty linens and other rental equipment from approved vendors
- Sends a “thank you” note to the customer from Spartan Catering following each event, along with a “ratings” sheet designed to provide Shops Catering with specific feedback, positive as well as negative.
Project manages specific catered events including coordination, transportation, and service of food, personnel and related equipment.
- Assigns and directs appropriate event - related tasks to employees as daily functions demand, including, but not limited to, developing pull sheets; and executing pulls for next day functions.
- Coordinates food, equipment, linens, and props to ensure successful events.
When assigned, ensures that service to patrons is prompt, professional, and courteous, and that all event deliverables are accurate, timely delivered, and that set up is excellently executed. Oversees and ensures observance and adherence to appropriate health standards in cleaning of work areas, equipment and in employee hygiene.
Serves as a back up to generate and receive initial telephone and personal contacts with existing as well as potential clients and customers, providing the first point of professional contact. Creates and maintains contact information logs and tracks and follows up on all inquiries. Is responsible to address customer inquiries regarding catering products and services, including order placing, proposals, billing as well as customer complaints.
Delivers prompt, professional and efficient service ensuring all necessary questions are answered for the client and no unforeseen circumstances would prevent complete event success.
Maintains and encourages good communication and working relationships with campus departments, customers, employees, student organizations, and Student Union staff. Participates in campus and other appropriate outside events to keep Spartan Catering as first choice within the campus community and within the outside business community as well.
Oversees processing of event orders, invoices, billing and other reports. Also processes daily catering invoices and communicates totals with Spartan Shops accounting department.
With the assistance of the Catering Sales Manager, the coordinator with hold weekly Banquet Event Order meetings with chef, cooks, operations to ensure all details of the events are being communicated.
Documents monthly sales and submits the report to the Assistant Director, Catering Operations. Contributes to the department’s marketing plans with ideas and initiatives for promotions focused on Catering and special events. Maintains levels of safety and sanitation to comply with all departmental, state, and federal standards.
Performs other duties as necessary or directed.
EQUIPMENT, MACHINES, TOOLS, SPECIAL MATERIALS USED:
Personal computer, Catering software, calculator, typewriter, fax machine, postage
meter and other basic office machines, some kitchen equipment, coffee machine, pushcarts, sterno, dish machine and freight elevator
INTERPERSONAL CONTACTS:
1. Reports to the Assistant Director, Catering Operations with oversight from the Catering Sales Manager. Receives generally stated objectives, assignments and guidelines, and exercises good judgment and discretion in executing same. High level of initiative and judgment are expected in this position.
2. Interacts with departmental management staff, University department management staff, accounting and other personnel. Additional interaction with various on campus and off campus departments and organizations.
3. Works directly with vendors and service representatives.
4. Provides direct supervision to hourly staff and student employees in the absence of the catering manager or assistant director.
WORKING CONDITIONS:
Works in an air‑conditioned office and various event venues that may be held indoors or outside. May spend time walking to events during periods of hot/cold temperatures and inclement weather. No hazardous or unusually unpleasant physical surroundings.
MINIMUM QUALIFICATIONS:
KNOWLEDGE, SKILLS, ABILITIES REQUIRED:
- Professional demeanor, dependable, punctual and consistent at all times.
- Self-motivated and able to work independently. High initiative is also required.
- Multi-tasking skills are a must. Able to handle various projects and tasks, involving assimilation of information and data from various sources; coordinating resources necessary to obtain, to coordinate, to plan, and then to implement.
- Superior organizational skills; able to address and resolve problems and issues and to provide consistent follow through.
- Excellent communication skills, oral, written and presentation.
- Able to recommend and establish processes and procedures for Catering sales and other functions working with Catering in a fast-paced environment.
- Proactive in ability to anticipate needs and to prioritize duties; excellent time management skills. Able to apply and exercise good sense and judgment.
- Solid computer proficiency in basic software applications, e.g. Microsoft Office productivity applications (Word; Power Point; Excel). Solid working knowledge of Caterease software. Must be able to learn new software quickly. Will also be asked to assist in learning and in training others in new software applications, as appropriate.
- Be a team player who will help others as well as ask for help when needed.
Able to effectively interact across all levels of the organization, including management,
customers and guests.
- Demonstrated ability to direct, motivate and counsel staff members. Provide creative leadership and make consistent and sound judgments
- Confident working in a fast-paced environment; able to juggle multiple tasks to meet deadlines. Availability and willingness to work a flexible schedule, including occasional nights, weekends, and/or holidays.
- Ability to lift, carry and/or push light to heavy materials (50 lbs) as well as stand and walk most of the day. Valid California drivers’ license and appropriate DMV status to operate company vehicles.
EDUCATION:
Four year college degree in Food Service or related field preferred (experience in similar Food Service Management position may be substituted for educational requirements on a 2 to 1 basis).
EXPERIENCE:
Minimum of two years professional food service experience with emphasis in catering, customer relations, menu planning, cost control and sales.