Operation Administrator; Catered Events

Great Performances•New York, NY

4d•$0 - $30•Onsite

About The Position

Great Performances is seeking an organized, detail-oriented, and enthusiastic professional to join their Catered Events Sales team. In this role, the Operation Administrator will provide essential administrative and event planning support to Event Producers (EPs), helping bring exceptional events to life. The position involves assisting with coordinating event details, managing key administrative tasks, and supporting planning deliverables from contract through execution. This is an exciting opportunity to work in a fast-paced, collaborative environment while contributing to the successful execution of memorable, full-service catered events.

Requirements

Minimum of 1–2 years of experience in the hospitality industry, preferably in catering, events, or event planning.
Self-motivated, organized, and able to manage multiple priorities in a fast-paced environment.
Professional and collaborative, with the ability to work effectively with a diverse team.
Strong attention to detail, problem-solving, organizational, and customer service skills.
Basic food and menu knowledge with the ability to assist with menu recommendations and event proposals.
Proficient in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
Comfortable learning and using catering management systems, shared drives, photo libraries, and other company programs.
Strong written and verbal communication skills.
Strong presentation and interpersonal skills.
Takes ownership of responsibilities and follows through on assigned tasks.
Positive, solutions-focused attitude with the ability to adapt to changing priorities and event needs.
Must be able to provide valid documentation that you are legally eligible to work in the United States.

Nice To Haves

Graphic design experience is a plus.

Responsibilities

Provide regular updates to the Event Director (ED) and Event Producer (EP) on assigned tasks, event details, and outstanding items.
Maintain menus and event information in the catering management system.
Assist Event Producers with preparing event proposals, including menus, beverages, staffing, rentals, and other event requirements.
Prepare initial event service pack sheets for disposables, beverages, alcohol, and other required items.
Work with Event Producers to ensure upcoming events and tastings are prepared according to company readiness standards.
Track and complete action items identified during weekly operations meetings.
Review and confirm event staffing and rental orders for accuracy.
Place and coordinate third-party vendor orders, including Kosher meals, Halal meals, ice, and other specialty items.
Coordinate specialty event items with the Warehouse and Packing teams.
Coordinate event walkie-talkie orders, delivery, packing, and returns with vendors, Warehouse, and Transportation.
Coordinate food rescue reservations and confirmations for applicable off-premise events and communicate details to event management teams.
Obtain required liquor permits and certificates of insurance in accordance with company policies.
Coordinate specialty uniform orders and work with the Warehouse and Packing teams to ensure uniforms are packed, distributed, and returned appropriately.
Obtain purchase orders as needed.
Confirm tasting rental orders are delivered accurately, properly placed, and ready for scheduled tastings.
Upload tasting photos and applicable event documentation to the appropriate shared folders.
Prepare, print, and coordinate standard event signage as needed.
Collaborate with Event Directors, Event Producers, Operations, Warehouse, Packing, Transportation, and other departments to support successful event execution.
Perform additional duties, projects, and assignments as needed to support the department and company operations.