Description
The Events and Catering Coordinator will facilitate the coordination of the College’s calendar of events and will assist with the delivery and record keeping of catering and event services (external and internal) within the College alongside the permanent Events and Conference Co-ordinator. This is a 1 year fixed term contract and your working hours would be 20 per week.
This role will also involve providing administrative support to internal and external dinners, working closely within the catering and events team. Reporting to, and working closely with, the Head of Catering, the Events and Catering Co-ordinator will ensure the timely and effective processing of information relating to event and catering operations, from initial point of enquiry to final invoicing. They will work as part of a team to ensure that the College provides a consistently excellent standard of catering and hospitality service.
Key responsibilities
Provide administrative support for the Kitchen and Front of House teams; printing menus, signage, responding to emails and carrying out administrative projects and arrangements as required.
Assist in administration required for internal and external events, including conferences, alumni events, and academic ceremonies.
Carry out show rounds of the facilities and have detailed information to hand to answer questions.
Produce marketing material for the college catering and events Instagram account
Handle enquiries and room bookings for College spaces.
Add monthly internal and external charges to the invoicing tracker for events and catering.
Work collaboratively with the Catering team, ensuring the effective communication of all details relating to events involving hospitality.
Liaise with relevant departments over bookings, timings, diets plans, IT, AV and all other details of events to ensure a smooth delivery.
Process enquiries (external and Internal). To prepare quotations for events, follow up to the point of confirmation, billing and feedback.
Assist in producing and maintaining of sources of information on the website/intranet and in publications.
Supporting the Head Chef and Food and Beverage Manager with the admin associated with stock taking of the college kitchen, pantry, wine cellar and bar. This includes ensuring the stock spreadsheets are kept up to date and all stock movement is accounted for.
Customer focussed approach to all events and conferences, including initial response to any queries.
Other Responsibilities
Covering for the permanent Events and Conference Coordinator when required.
Maintain information on databases, run standard reports and support updating pricing and promotions on tills as required, including supporting Epos/Mercury or similar bookings.
Comply with the college’s policies and procedures including Health and Safety policies.
The position may require the post holder to work outside normal office hours from time to time.
Day-to-day management of Epos or other similar catering software – individual and collective data uploads, management reports, finance reports, till operations, fault reporting and feedback. Training will be provided. This aspect of the job will be supported by other colleagues in the Catering and Events department.
Maintain, order, and issue any events stationery, office supplies and equipment.
Assisting the Food and Beverage Manager and Head Chef with rostering when required. Co-ordinate payroll documentation for all catering departments, including casual and agency workers into HR system
Occasionally working across departments for supporting other teams within reason
Essential
Sound administrative and organisational experience, particularly within conferences and events is preferable
Proven ability to accept responsibility and the self-motivation to see a project through to completion
Excellent written and interpersonal skills
Meticulously accurate worker with good attention to detail
Understanding and experience of catering
Ability to work independently and flexibly as a member of a small team
Ability to work under pressure
Effective communicator and problem solver
Flexible and able to work occasional evenings and weekends
IT literacy including Microsoft Office
Desirable
A background in hospitality or the events industry
Flexible and able to work occasional evenings and weekends
Knowledge of Instagram
Events sales experience
INDL
