Banquet Coordinator, Events

Event Administration & Operations:

• Maintain inventory for alcohol and non-alcoholic mixers and garnishes.
• Maintain barware and drinkware supplies.
• Confirm the table complements (salt pepper sugar breadbaskets etc.) have been properly cleaned and filled.
• Maintain inventory of all tabletop service and back-of-house wares. Work with the vendor or caterer on replacing any items that do not meet satisfaction.
• Schedule maintenance and repairs for kitchen equipment.
• Manage liquor license renewal and ensure liquor code enforcement.
• Maintain health department licenses for the Welcome Center and Aims food truck.
• Manage accounts with alcohol distributors including ordering donations and payments.
• Track preferred caterer contracts and ensure health department licensing and insurance requirements are met.
• Create and maintain pre and post-event procedures for caterers.
• Negotiate costs and services with vendors as needed.
• Ensure alcohol storage and service are managed in accordance with liquor laws.
• Ensure cleanliness of the Welcome Center kitchen and Aims food truck adhering to health code requirements and enforcing cleanliness standards; Fully stock kitchen and truck with cleaning supplies and perform or assist with cleaning duties as required.
• Train caterers on kitchen equipment usage.

Event Planning:

• Coordinate vendor access to loading dock and kitchen with preferred caterers and bartending service. Distribute and track caterer access badges.
• Coordinate kitchen activities with other departments to include the Aims Food Services staff and Facilities and Operations staff to ensure that services are provided in an efficient and timely manner.
• Coordinate details of each external event with event manager and caterer. Schedule and maintain communication with all parties involved with the preparation set up tear down and management of the event. Consult with caterers to discuss the timing of the meal courses being served.
• Assist event manager with planning the venue layout according to the number of guests type of event and catering needs.

Event Production:

• Attend events as appropriate to ensure smooth functioning.
• Manage on-site production and vendor needs for events as necessary.
• Ensure food and alcohol delivery and set up from external vendors is on schedule.
• Ensure service standards are being followed and take corrective action when they are not.
• Supervise the placement of tables chairs table settings and serving stations to make sure they are placed properly.
• Work with caterers to ensure they clean the kitchen following events to meet health department standards.
• Reconcile end of day sales and bartender tips.
• Provide post-event invoice information to event manager for final client invoices.
• Manage cash drawers deposits POS and credit card systems.
• Demonstrate an understanding of emergency procedures to include fire life and safety.

Supervision:

• Supervise coach and mentor internal caterer including conducting regular performance evaluations
• Provide training for internal caterer and include a variety of functions to implement practices and standards
• Develop train and supervise student catering support team
• Assign and delegate tasks and projects to team members
• Monitor and manage all aspects of catering team productivity.

Other Duties as Assigned

Minimum Qualifications:

• Bachelors Degree in Event Management Hospitality Business or other related field; plus four (4) years of related experience or an equivalent combination of and/or education and/or work experience.
• Experience with banquet event orders and banquet catering.
• Experience using event-related database software and web systems.
• Flexibility and the ability to work nights and weekends.
• Strong organizational and interpersonal communication skills.
• Experience in managing inventory and sales reconciliation.
• Financial management and budgeting skills.
• This position requires the use of a company vehicle for business travel. The selected candidate must successfully pass an MVR and be insurable under Aims insurance.
• Ability to establish and maintain positive working relationships with faculty staff students and the general public.
• Demonstrated problem solving and decision-making skills in an event coordination capacity where high-level customer satisfaction is required and appropriately represent the campus.
• Superior time management multi-tasking and cross-team support skills.
• Ability to accomplish assigned projects independently.
• Current Responsible Alcohol Beverage Vendor Training or willingness to get one within 30 days of employment start date.
• Current ServSafe Managers Certification or willingness to get one within 30 days of employment start date.

Required Documents:

• Cover Letter
• Resume
• Current Responsible Alcohol Beverage Vendor Training or willingness to get one within 30 days of employment start date.
• Current ServSafe Managers Certification or willingness to get one within 30 days of employment start date.

Preferred Qualifications:

• Three (3) years event management or event planning experience.
• Experience working in a higher education setting

All Applicants:

• Compare your previous work experience to the job duties listed on the job positing under job description. Enter the job duties you have performed under the Work Experience section on your job application. We evaluate your experience based on this information.
• Please make sure you state whether work experience (aka work history) is part time or full time employment by listing the average number of hours worked per week. This information is used to determine your new annual salary.
• Be sure to upload all the required documents listed at the above in Additional Job Description section. This can be uploaded as part of your application materials in the My Experience section. If there are missing documents your incomplete application will not be considered. Per the Colorado Job Application Fairness Act you may redact information that identifies age date of birth or dates of attendance at or graduation from an educational institution.