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Assistant Event Coordinator

October 21, 2013 - January 19, 2014
Location:Morton Grove, IL
Salary Range:Starting $30,000 based on experience
Exempt/Non-Exempt:Non-Exempt
Benefits:Full benefits package with paid vacation, insurance and 401(k)
Employment Type:Full Time
Department:Office Support
Description:The Assistant Event Coordinator is an integral part of the Sales Team at Catering by Michael’s, providing event and administrative support to multiple Event Coordinators from the time an event is proposed through to the execution. You must attend events on your own time as a method of training. This position is designed to lead to an Event Coordinator position; you will be responsible for training your replacement.
Duties:Specific Responsibilities:

EVENT PREPARATION
• Create and revise contracts, proposals and menus as requested by the Event Coordinator, ensuring accurate pricing in all outgoing proposals
• Address client needs after an event is booked, ensuring detailed communication of client needs to the Event Coordinator
• Order, revise and check accuracy of staffing, equipment, linen, dιcor, entertainment and other specialty rentals and food items
• Work with client to create detailed floor and linen plans based on their final guest count.
• Communicate with event venues to coordinate event logistics, maintaining positive relationships between Catering by Michael’s and event locations
• Disseminate pertinent event information to the Operations Department, Kitchen and Event Staff in a timely fashion
• Track all event paperwork such as signed contracts, BEO’s, personnel agreements and china release forms, as well as client deposits and payments
• Coordinate and execute all aspects of a Tasting, including booking staff, equipment and linen rentals, and sending the tasting menu to the Kitchen and Operations Department


EVENT EXECUTION
• Serve as a liaison between the client and event staff, ensuring the event is executed in a way that exceeds client expectations
• Instill confidence in the client by handling any questions, concerns, or problems that may arise
• Uphold a positive attitude and professional manner while working with clients and guests, building a lasting, working relationship with clients and vendors
• Attend events as a form of continuing education both in a Coordinator and Server capacity


ADMINISTRATIVE
• Reconcile all invoices and statements after a party is completed, verifying that all equipment, linen and sub-contracted services have been billed and charged for correctly
• Maintain accuracy of event records, including entering client information into Caterease, and scanning and filing both rejected and completed proposals
• Create sample menu packages for Event Coordinators to send to prospective clients
• Track proposals and events in appropriate calendars, ensuring Coordinators follow-up with prospective clients
Qualifications:-Comfortable using Microsoft Office applications
-4yr Degree Preferred
-Culinary experience a plus

CANDIDATE PROFILE Experience and Personal Attributes
• MUST thrive on consistently exceeding guest expectations and have an uncompromising approach to service and follow through
• MUST demonstrate a passion for the hospitality industry
• MUST be able to work a flexible schedule including days, nights, weekends and holidays
• MUST have a very professional image and demeanor
• MUST be able to manage a high level of files, operate high end events and actively pursue the rebooking of events

THE IDEAL CANDIDATE:
• Has the ability to be part of a team by working closely with the operations and culinary departments to maximize revenues
• Has the ability to manage a large number of events and leads in a fast passed atmosphere while also up selling food and beverage to every event
• Has the ability to actively solicit new business and close the deal
• Has operational experience with Caterease


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