Nolan's Catering - Event & Wedding Planner

Nolans On The Lake•Canandaigua, NY

About The Position

Overview: The Event and Wedding Planner operates in partnership with the Director of Sales and plays a pivotal role in ensuring the success of each event and wedding. This position requires careful oversight of all phases, from initial planning through final execution. The primary duty is to efficiently manage every aspect of events and weddings, aligning services with clients’ objectives and preferences to deliver distinguished and memorable experiences.

Requirements

Language Ability: Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of an organization.
Math Ability: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume. Ability to apply concepts of basic algebra and geometry.
Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Computer Skills: To perform this job successfully, an individual should have knowledge of Microsoft Word; Microsoft Excel; Microsoft PowerPoint; Publisher; Internet Explorer; Microsoft Access and Google Drive.
Associate's degree (A.A.) or equivalent from two-year college or technical school; or six to eight years related experience and/ or training; or equivalent combination of education and experience.

Responsibilities

Follows and promotes Nolan’s Way.
Supervises the cleanliness of guest contact areas.
Supervise and assist all servers, bartenders, hosts and bussers as needed throughout the meal/event period.
Establish and control weekly work schedules for catering staff.
Creates event proposals which fit client requirements and presents proposals by deadlines.
Facilitates event set up, tear down and follow ups as necessary for events.
Establish standardized event procedures and trains staff to properly execute them.
Performs follow-up procedures with customers via telephone and/ or email as well as written correspondence on a daily basis.
Maintains prices and menus in the POS system.
Books and oversee the details of large parties, banquets and special functions.
Promotes new business by attending community functions, and generating information to promote the company including brochures, pamphlets and advertisements.
Attend management meetings.
Re-stocks items for events as needed and alerts kitchen staff of stock shortages.
Report any problems or discrepancies to the owner immediately.
Maintains customer files for all events.
Collaborate with marketing to promote events.
The coordinator is responsible for the end-to-end planning process, which includes developing detailed event timelines, organizing logistics, and ensuring that each element of the event is thoughtfully arranged.
Establishing and maintaining communication with various vendors is essential. The coordinator works closely with suppliers such as caterers, florists, and entertainers to secure services and ensure they meet the event’s requirements.
Keeping the event within budget and on schedule is a core function. The coordinator monitors expenses and timelines, making adjustments as needed to avoid overrun and delays.
Handling all logistical aspects, from venue arrangements to transportation and setup, the coordinator ensures that every component is in place for the event to proceed seamlessly.
During the event, the coordinator provides hands-on support, managing any last-minute changes and troubleshooting issues to maintain a smooth flow.
Serving as the primary liaison for both clients and guests, the coordinator facilitates clear communication and addresses questions or concerns promptly.
Throughout the process, the coordinator is prepared to resolve any challenges or unexpected situations that may arise, ensuring the event stays on track and meets the client’s vision.
Management responsibilities included but not limited to: interviews, selects and trains employees; adjusts employees’ hours of work; directs the work of employees; maintains production/ sales records for use; appraises employees’ productivity and efficiency; handles employees complaints and grievances; disciplines employees; determines techniques to used; determines the type of materials, supplies or equipment to be used or merchandise to be bought, stocked or sold; monitors and implements legal compliance measures.
Regularly directs the work of two or more full-time employees or their equivalent.