Event Coordinator

Position: Catering Event Coordinator

Reports Directly To: Director of Sales & Marketing

Reports Indirectly To: Owner, Operations Director, Chef de Cuisine, Senior Sales Account Executives

Directly Supervises: Event Staff

Schedule: minimum of 40 hours per week to remain full-time employee with benefits. Must be available weekends for tastings and events.

Compensation: Base office rate of $25 per hour. Base event rate of $30 per hour.

Benefits:

• HEALTH CARE PLANS (3 TIERS)
• DENTAL
• VISION

• ACAC GYM MEMBERSHIP (employer pays $50 towards membership if 4 visits per month are maintained)

• 401K/ROTH PLAN (eligible after 1 year of employment/1000 hours per calendar year) *MUST BE 21 YEARS OF AGE

• HOLIDAYS: the catering outfit observes the following holidays : new year, july 4thanksgiving (2), christmas (2)

• UP TO 10 DAYS (80 HOURS) of PTO (accrual basis)
• UP TO 5 DAYS (40 HOURS) OF SICK (accrual basis)

Summary:

The Event Coordinator will support the Director of Sales and Senior Account executives to manage designated off-site events. This position will help develop their book of business as assigned by the Director of Sales. Important duties include planning and coordinating designated events from the Director of Sales while assuring the highest level of customer service.

Job Responsibilities:

To include, but not limited to the following

• Attend weekly FOH and BEO meetings with Owner, Chef(s), Director of Sales, Operations Director, Account Executives, fellow Event Coordinations, and the Beverage Director.
• Provide direction, coordination and oversight of assigned catering events
• Manage staff while on-site at events
• Adhere to all FOH policies, service standards, staff training, procedures and quality standards, ensuring a high quality, cost effective and customer focused operation.
• Schedule and execute menu tastings, client meetings, & site walk-throughs.
• Meet and exceed company wide sales goals in conjunction with the Director of Sales and fellow sales team members.
• Work with the Director of Sales in establishing and adjusting food/beverage/labor/rental pricing by monitoring costs, competition, etc.
• Solicit previous clients from your assigned book of business to inquire about possible future bookings.
• Attend trade shows and industry events
• Cultivate and maintain relationships with event venues, community members, industry partners, local farms and wineries
• Follow all company wide SOPS
• Perform additional duties as assigned by Owner & Director of Sales

MANAGE ASSIGNED ACCOUNTS

• Responsible for planning and confirming setup, menus, bar packages, beverages, labor, and all other event details for each owned event.
• Make updates to all assigned events utilizing the catering outfit’s products as outlined in triple seat. Working directing with the culinary department to create custom items when the client’s needs fall outside the catering outfit’s core product line.
• Responsible for providing accurate, detailed Banquet Event Orders and Invoices to both clients and internal department for each owned event
• Interacting with Owner, Chef de Cuisine, Sales Director, Operations Director, Sales Account executives, fellow Event Coordinators, and staff to ensure flawlessly executed and memorable functions,
• Meet and exceed budgeted sales goals by upselling groups whenever possible
• Manage and attend events as needed to ensure execution is as planned- including the organization of rentals for the event.
• Responsible for finalizing billing accuracy, timeliness and reviewing with client so that everything is clear and agreed upon by both parties.
• Conduct walkthroughs with client and vendors to ensure proper execution of owned events
• Collect all deposits as outlined in booking agreements, and final estimated balance due from clients 7 business days prior to their event.
• Have clients sign off on final BEO’s within 5 days prior to the event date.
• Follow up with each client after events for guest satisfaction and send notes to each thanking them for their business

MARKETING

• Help the director of sales & marketing by sending pictures from events.
• Follow up with event vendors after events to collect photographs / pictures for marketing
• Custom in-house menu printing for clients

ADDITIONAL RESPONSIBILITIES:

• Send out daily change log as needed
• Mark changes and post revised copies
• Post BEO’s for BEO designated period every Thursday by EOD.
• Post copies in BEO binder, BEO kitchen wall and BEO operations wall
• Work with staffing manager for all call times for assigned events
• Set up weekly meetings with captains for assigned events to review all necessary information prior to that event

Requirements:

• Scheduling client meetings, documenting, filing, maintaining office organizational standards both physically and electronically, general office work, etc.
• Must have your own reliable transportation
• Must have weekend availability and will be working onsite at the events
• Assisting the Director of Sales & sales team with maintaining client services and other duties as assigned
• MUST HAVE EXCEPTIONAL CUSTOMER SERVICE SKILLS AND PROFESSIONALISM
• Must be able to manage staff on-site at events
• Must be able to work independently and take instructions. We are looking for someone long term to help the team grow.
• Proficiency with computers, Catering Software (Tripleseat), Google Drive/Sheets/Docs, Microsoft Office
• Proficiency with Microsoft Excel
• Ability to lead a team of staff members with various levels of abilities and
• experience.
• Physically fit with ability to lift minimum of 40lbs
• Move, lift, carry, push, pull, and place objects weighing less than or equal to 50 pounds without assistance.
• Ability to stand, sit, or walk for an extended period of time. reach overhead and below the knees, including bending, twisting, pulling, and stooping.
• Detail oriented and meticulous, with the ability to handle high stress situations . Attention to detail and organization is important for this position.
• Passion for providing guests exceptional experiences
• Excellent interpersonal and communication skills, including both verbal and written
• Work independently with limited supervision, patience, maturity and flexibility
• Ability to prioritize and organize workload to ensure event timelines are followed

Sample In Season Work Schedule:

• Monday: Off
• Tuesday: 9-5pm Office Hours
• Wednesday: 9-6 Office Hours with Tasting & Rental Meeting
• Thursday: 9-5 Office Hours
• Friday: 11-9 Event Hours
• Saturday: 11-9:30 Event Hours
• Sunday: Off

Sample Off Season Work Schedule:

• Monday: 9-5pm Office Hours
• Tuesday: 9-5pm Office Hours
• Wednesday: OFF
• Thursday: 9-5 Office Hours
• Friday: 9-5 Office Hours
• Saturday: 12-4pm Tasting & Rental Meeting
• Sunday: Off

Job Type: Full-time

Pay: $25.00 - $30.00 per hour

Expected hours: 35 – 55 per week

Benefits:

• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday
• Weekends as needed

Experience:

• Events management: 1 year (Preferred)
• Catering: 1 year (Preferred)

Ability to Commute:

• Charlottesville, VA 22902 (Preferred)

Ability to Relocate:

• Charlottesville, VA 22902: Relocate before starting work (Required)

Work Location: In person