Catering Experience and Sales Coordinator

University of Texas at Austin•Austin, TX

1d•$45,000•Onsite

About The Position

The Catering Sales and Experience Coordinator is responsible for the coordination and communication of event details for Forty Acres Catering within Longhorn Hospitality under University Housing and Dining (UHD). This position works with the catering sales and experience team to confirm important event details, collect payment information, and help create event orders and reports while providing 5-star customer service.

Requirements

High school diploma or GED.
3 years of operational experience in food service, catering, and/or event coordination.
Experience in operating, maintaining, and cleaning servicing equipment and tools.
Ability to complete and maintain Food Safety Training required by University Housing and Dining.
Relevant education and experience may be substituted as appropriate.

Nice To Haves

Bachelor’s Degree.
Experience training or leading staff.
Experience working in higher education.
Experience with Microsoft Office.
Experience with catering software and/or a BEO management system.
Experience with invoicing and billing.

Responsibilities

Confirm Banquet Event Orders (BEOs) 3-4 business days prior to the event with calls/email messages from clients, vendors, partners in a timely fashion. Ask for assistance from Assistant Director of Catering Sales and Experience when needed.
Assist the Assistant Director with meetings with student organizations, clients, and representatives from other departments contracting for services provided by catering operations to ensure that requirements and expectations are met or exceeded. Sending daily event update email to Culinary Creation and Experience Production Teams. Record notes from meetings, when needed.
Prepares Forty Acres Team for weekly BEO Meetings by providing detailed BEOs and updates.
Ensure information for catering events is collected and submitted timely to UHD Accounts receivable this includes Official Occasion Expense Forms (OOEF’s) and BEOs. Ensure OOEF’s and BEO’s are accurately updated and submitted timely to UHD Accounts Receivable after the event. Communicate with clients, as needed, to assist with OOEF collection. Track and communicate with leadership missing OOEFs. Collaborate with Assistant Director of Sales and Experience along with UHD accounts receivable team to identify and obtain missing information for pending or delayed OOEF’s.
Assist in the generation of reports to be shared with catering team, clients and internal stakeholders. Create banquet event orders (BEO) for clients. Assist in execution and setups of events during high volume periods. Assist Student workers in tasks as needed.
Represent Longhorn Hospitality as a member of the university, division, and department committees with authority to make decisions. Duties can include answering multi-line telephone, maintaining calendars, filing paperwork, and maintaining the general condition of the office. Assist with other duties as assigned.
Obtain and confirm accurate client payment information for catering events. Submit client payment information to the accounting team including credit card payments, IDT or other methods of payment. Submit necessary purchase orders (PO’s) as directed by the Assistant Director of Sales and Experience. Track purchase orders for catering team ensuring items are received. Maintain declining balance of PO orders and close out blanket PO’s at the end of fiscal year. Complete PO reconciliation by submitting invoices to UHD accounts payable for payment.
Send out weekly and monthly communications to clients for assessment, send out agreement forms to student clients, and assist in maintaining the organization and functionality of the catering email account.