Temporary Catering Experience and Sales Coordinator - University Housing and Dining - (UTEMPS)

University of Texas at Austin•UT MAIN CAMPUS, UT

9d•Onsite

About The Position

This temporary position provides comprehensive administrative and operational support for Longhorn Hospitality Catering. The role involves coordinating event logistics, maintaining accurate event and financial records, supporting client engagement, and facilitating communication between customers and catering teams. The goal is to promote efficient operations and exceptional service while ensuring compliance with university financial and administrative procedures. The assignment is expected to continue until December 29, 2026.

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.

Nice To Haves

Bachelors 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 clients, vendors, and partners via calls/emails.
Assist the Assistant Director with meetings with student organizations, clients, and representatives from other departments to ensure requirements and expectations are met.
Send daily event update emails to Culinary Creation and Experience Production Teams.
Record notes from meetings as needed.
Prepare the Forty Acres Team for weekly BEO Meetings by providing detailed BEOs and updates.
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 university, division, and department committees with authority to make decisions.
Perform administrative duties such as answering multi-line telephones, maintaining calendars, filing paperwork, and maintaining the general condition of the office.
Collect and submit catering event information, including Official Occasion Expense Forms (OOEFs) and BEOs, to UHD Accounts Receivable in a timely manner.
Ensure OOEFs and BEOs are accurately updated and submitted after the event.
Communicate with clients as needed to assist with OOEF collection.
Track and communicate with leadership regarding missing OOEFs.
Collaborate with the Assistant Director of Sales and Experience and UHD accounts receivable team to identify and obtain missing information for pending or delayed OOEFs.
Assist in generating reports for the catering team, clients, and internal stakeholders.
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.
Submit necessary purchase orders (POs) as directed by the Assistant Director of Sales and Experience.
Track purchase orders for the catering team to ensure items are received.
Maintain declining balance of PO orders and close out blanket POs at the end of the 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.
Assist in maintaining the organization and functionality of the catering email account.