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, d�cor, 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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