Event Coordinator/ Office Manager

Job Summary :

The Event Coordinator Office Manager is primarily responsible for supporting the General Manager and Catering Sales Managers on all sales and client activity.

He / she will provide general administrative support as needed to the GM and OP office. S / he must work closely with the GM in promoting the Company’s culture, mission and philosophy.

In addition to the primary responsibilities, this position is also responsible for on site private events, social media, marketing, and HR

Qualifications :

• College degree preferred.
• Prior administrative experience, but not required.
• Prior catering or F&B planning, executing and / or administration experience required.
• Excellent computer skills necessary, including EXCEL, Microsoft Word and Microsoft Office Suite
• Ability to communicate work related information to co-workers, supervisors, vendors and clients.
• Able to work flexible work schedule in order to accommodate business levels.
• Social Media and Marketing Experience
• Human Resources
• Detail Oriented

SCHEDULE

Maintains Owners Schedule

Sets Up and Confirms Appointments

Follows Up On Appointments

Responds to Voice Mails / Emails expeditiously.

Maintains Telephone Contacts and Directory

In addition, there would be 4-5 weekly mini projects, and 2-3 quarterly larger projects

Catering and Client Relations :

Serve As A Resource And Primary Point Person For Catering Clients

Take Initial Call And Setup Lead Sheets, Gather Client Information & Evaluate Event Needs

Make Menu Recommendations and Assist With Catering Proposals

Ensure That Proposals Are Sent Within 36 Hours

Follow Up On All Client Calls and Resolve Issues

Prepare and mail / Email Contracts

Start File-Send Kosher Form, Forecast Staff

Maintain Overall Event Calendar

Create Floor Plans in All Seaated

Assist In Hiring Staff-Chefs, Servers, Managers, Drivers, Porters

Assist In Placing Rentals, Sushi, and Dessert Orders

Set Up All Appointments And Final Detail Review Meetings With Clients And Event Manager

Create And Maintain Systems To Ensure Attention To All Event Details.ie : Staffing & Rentals

Update And Send Proposals, Contracts, Final Invoices And Thank You Notes To All Clients

Deal With Clients From A-Z On All Dove Room And Drop Off Events

HUMAN RESOURCES (shared responsibilities)

Interview And Recommend For Hire

Start Employee Files

Conducting New Employee Orientation-W-4, I-9, New Hire Info, Working Papers

Distribute And Review Manual

Assign Uniform If Applicable

Maintain Paychex HR Program And Database

Maintain Vacation And Sick Days

Maintain Catering Payroll and Sign in Sheets

Maintain And Update Employee Manuals

Employee Birthdays, Anniversary’s, Etc...

Staff Development And Recognition Program : Summer Outing And Holiday Party

Place Classified Ads

Boost Moral

Injury Reports

Administer Health Plan And 401(K)

Updating Job Descriptions

Posting Advertisements

Serve as an Initial Point Of Contact For Employee Questions, Suggestions And Concerns

MISCELLANEOUS

Continuously Evaluate Technological Needs And Make Recommendations

Create And Update Directory Of Clients And Vendors And Maintain All Client Files

Research And Recommend New Business Ideas And Catering Opportunities

Work With Marketing Director To Help Promote And Market Rave!

Research And Recommend New Business Ideas And Catering Opportunities

School & Community Calendars

Marketing of companies through Facebook, Twitter, Photo Journals, Website, Display Ads,

Develop Event And Promotional Ideas To Increase Business And Promote Name Recognition

FOLLOW UP PHONE CALLS

Drop Off Catering Slips

Take Out Slips

Reservations

Frozen Orders

Resolve Situations When Necessary

STANDARDS :

• Always practice Caring Culture.
• Protect the assets of the property.
• Maintain professional appearance and behavior when in contact with guests and associates.
• Follow Policies and Procedures in training manuals and associate handbook.

Always remember we are in a partnership with our guests, fellow associates and owners to provide

quality service and profitability.