Catering Events Assistant

Catering Events Assistant

The Catering Events Assistant supports the successful execution of both on-site and off-site catered events, conferences, and meetings. This role assists with event logistics, vendor coordination, client communication, order tracking, and administrative tasks including the preparation of Banquet Event Orders (BEOs) and menus.

Essential Job Functions:

1. Reliable, consistent attendance is a requirement. This position requires punctuality and dependable attendance to meet the needs of the business, including attending and taking part in meetings and presentations.
2. Assists with the planning, setup, and breakdown of on-site and off-site catering events.
3. Helps coordinate event logistics, including transportation of equipment and food for offsite functions.
4. Ensures all event materials (linens, buffet d cor, service ware, signage) are packed, organized, and delivered as needed.
5. Communicates with vendors to confirm deliveries and logistics for rentals, d cor, entertainment, and specialty services.
6. Supports the Catering Manager in collecting and confirming customer orders and event details.
7. Tracks client preferences, order changes, and special requests in coordination with the culinary and service teams.
8. Serves as a point of contact for clients before and during events to ensure satisfaction and responsiveness.
9. Creates and maintains Banquet Event Orders (BEOs) for all functions, ensuring accurate and timely communication of event details.
10. Assists in the development and customization of event menus based on client needs and culinary guidance.
11. Maintains organized records of client orders, event summaries, and billing information.
12. Prepares printed materials such as signage, seating charts, menus, and buffet labels.
13. Supports catering staff and supervisors during events to ensure efficient service flow and guest satisfaction.
14. Helps manage inventory for catering supplies, uniforms, linens, and equipment.
15. Keeps storerooms and workspaces clean, stocked, and organized.
16. Assists with loading, unloading, and setup for offsite events.
17. Follows health, safety, and sanitation protocols in all food service areas.
18. Ensures consistent quality in event presentation, cleanliness, and service delivery.
19. Reports issues or incidents promptly to management.

Supervisory Responsibilities:

This position has no supervisory responsibilities.

Qualifications:

Education/Experience: High School Diploma from an accredited school or general education development (GED) certificate 1 2 years of customer service experience, preferably in hospitality, catering, or event support Familiarity with offsite event logistics and transportation coordination preferred

Certificates, Licenses, and Registrations: Must have reliable transportation, a valid drivers license, and insurance.

Special Knowledge/Skills/Abilities:

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

(For best performance, the job holder in this position would be expected to show the right knowledge, skills, and abilities in the listed areas.) Proficient in Microsoft Office (Word, Excel, Outlook); experience with catering software a plus Strong attention to detail with excellent organizational and time management skills Strong communication and interpersonal skills Ability to work with a diverse population Ability to lift and transport event materials and equipment Ability to work effectively under pressure and adapt to changing priorities in a fast-paced environment Ability to think strategically and creatively, with a willingness to roll up your sleeves to ensure flawless execution of events Ability to plan and organize events effectively with an acute sense of detail Ability to work evenings, weekends, and holidays as required by event schedules

Physical Requirements:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. While performing the duties of the job, the employee is required daily to analyze and interpret data, communicate, and remain in a standing or stationary position for a significant amount of the workday; and often access, input, and retrieve information from the computer and other office productivity devices. The employee must regularly move about the office and around the facility, use hands, wrists, and fingers to grip, type, and write. The employee must frequently lift 25 pounds. The employee will need to have the average ability to hear horns, warnings, and alerts associated with a warehouse.