Catering Catering & Events Coordinator

Job Title: Catering & Events CoordinatorDepartment:Catering & EventsLocation: Pittsburgh Zoo and Aquarium OnsiteReports to: General Manager Assistant General Manager (Sr). Director of Catering Operations (Sr.) Director Catering/Event Sales (Sr.) Manager of Catering Operations or (Sr.) Manger Catering/Event SalesRevenue Responsibility: $50000 WHO ARE WEFor more than 50 years SSA has partnered with cultural attractions to design the hospitality experience journey freeing our partners to remain bring together admissions culinary and retail with innovation and human connection to shape a seamless guest focus is on people innovation and operational intelligence as a means to create special moments with lasting impact. We call it 452 Hospitality the foundation of how we serve our partners and their communities. JOB SUMMARYThe Catering & Events Coordinator is responsible for driving catering sales and ensuring the seamless execution of events. This hybrid role requires an individual with fundamental knowledge of both sales strategies and event logistics. This position requires a dynamic individual with communication negotiation and organizational skills dedicated to delivering exceptional client RequirementsStrong interpersonal and communication skills across all levels of an organization. Fundamental leadership skills with an understanding of the importance of team building/development while fostering problem solving/decision making skills combined with the ability to be financial management analytical and planning the ability to remain flexible in a fast-paced knowledge and skill level for basic office ability to stand for extended periods and to move and handle boxes (35lbs) as necessary to operation which entails lifting and perform all functions as set forth to work varied hours/days including nights weekends and holidays as ExperienceNo prior experience is required however knowledge of catering sales operations and/or event planning management in off-site catering hotel or cultural attraction catering venue no prior work experience is required for this position candidates with one (1) or more years of experience will be given stronger knowledge of Tripleseat is a plus. All education backgrounds eligible must be 18 or RESPONSIBILITIESCatering Sales Strategies Secure signed agreements and create BEOs for assigned incoming leads and bookings. Where applicable accompany venue sales team or catering operations team on site tours for prospective clients. Implement designated strategies to sell and upsell catering services to new and returning to client requests promptly and ensure client as onsite contact for events sold by the Area Sales Manager. Event Planning & ExecutionImplement plans for catering events including event orders pull sheets execution timelines staffing schedules visual appeal and logistics the setup execution and breakdown of assigned events ensuring all aspects run smoothly and all equipment supplies and materials are available and in good working condition for event spaces with Venue Sales Team before events to ensure everything is in working order and address any issues and collaborate effectively with the Area Sales Team Culinary Team and other departments including location partners involved in events implementing new strategies and procedures where necessary to ensure events are executed flawlessly. Including but not limited to:Lead weekly BEO meetings to review all upcoming events addressing concerns and needs to each event. Distribute Operations Plan revisions to key stakeholders when necessary. Advise Area Sales Manager on any outstanding balances due post event. Collaborate with Sales Team on floor plans and event the need for cross-utilized products/ eye-catching and innovative F&B displays in collaboration with the Culinary quality product levels and inventory of Catering the maintenance and repairs of Catering equipment as Relationship ManagementPrepare and manage Banquet Event Orders (BEOs) diagrams and other necessary strong positive relationships with internal and external clients to encourage repeat and transparently communicate with clients throughout the sales and detailing process. Work closely with clients to understand their needs provide tailored solutions and address any concerns pre-event meetings with internal stakeholders to finalize details and post-event follow-ups to gather feedback and foster continued post-event follow-ups to engage clients and foster continued with Area Sales team to understand event and client needs. Participate in client transitions for seamless execution. Operational ExcellenceEnsure all client contracts BEOs (Banquet Event Orders) and event details are accurately compliance with local state and federal a clean safe and organized work accurate records of event details and and demonstrate a complete understanding of company policies and at event start to ensure seamless execution of clients vision and smooth transfer of authority to the operations team when appropriate. Develop meet and exceed monthly and annual catering operations budgets and operational costs and inventory to maximize opportunities and minimize all invoices bills and accounting-related documents for accuracy and communicate necessary changes to Accounts controllable costs including payroll and equipment rental associated with the operation and strategize on revenue ManagementCollect and process payments including deposits in accordance with company policies and contractual payment contribute to annual sales goals in order to meet and exceed budget. Review all invoices bills and accounting-related documents for accuracy and communicate necessary changes to Accounts understanding of menu and event offering cost structure to meet profitability guidelines. Reporting and AnalysisReport weekly and monthly sales through Tripleseat to appropriate stakeholders. Social ResponsibilityPromote an inclusive and supportive approach within the by example through Sustainability/Conservation efforts; displays knowledge of efforts in business application. Engages with SSA/Unit in driving community effort through engagement activities and focus on opportunities of giving back. Team Management Where Applicable & AppropriateHire recruit and integrate new team members. Supervise assigned personnel evaluate performance and provide coaching and development. Develop and implement training programs to motivate and mentor on removing barriers and empowering growth and opportunity for team members at all regular team meetings to align goals and individual sales targets and track compliance with company policies and Sales SupportIn certain locations sales efforts are supported by offsite sales these locations the position will also be responsible for:Partnering with location or area ales team on site visits and communicating client needs to Area Sales team post meeting. Conduct tastings for potential clients. Participating in client hand-off meetings to ensure proper event weekly BEO approval and distribution of information on all internal events including collecting funds for all services rendered. Communicating day of add-ons to Area Sales Team for proper recording and collection. Works with District Manager of Sales to support onsite coordinators with sales responsibilities where applicable. Manages and maintains partner relationship including leading gala and fundraising responsibilities. Goals & Sales ContributionsThis position is not bonus eligible for sales contributions; however they may be assigned an individual baseline to measure sales achievement and growth. Other ResponsibilitiesPerform other tasks as deemed is by no means an exhaustive list of all responsibilities skills duties requirements efforts or working conditions associated with this job description. SSA Group reserves the right to revise the job description or to require that other or different tasks are performed when circumstances change (i.e. emergencies changes in personnel workload rush jobs or technological developments) Dont meet every requirement At SSA we are dedicated to building a diverse inclusive and authentic workplace. If youre excited about this role but your experience doesnt align perfectly with every qualification in the job description we encourage you to apply anyway. You may be just the right candidate for this or other and BenefitsFull-Time non-exempt eligible for overtime Time Off plan: up to 144 hours based on Dental Vision Life Insurance and other voluntary benefits for you and your family; employee premiums in a 401(k) program with a 15% company match (must be 21 years or older eligible after one year of employment with 1000 hours worked available to enroll during Open Enrollment Periods).SSA Paid Benefit: Up to 120 hours of Paid Leave for qualifying reasons including Parental Leave and your or your familys serious medical to 40 hours Paid -Demand Pay Program: Get access to a portion of earned wages before Plan & Employee Discounts where applicableTuition Discount through Partnership CollegeHoliday pay of 1.5 the regular rate is provided for hours worked on Christmas Day and Thanksgiving sick leave is provided in accordance with applicable state and local laws. Accrual rates caps and usage rules vary by include: Arizona California Chicago Pittsburgh Connecticut Illinois Massachusetts Michigan Minnesota Missouri New Mexico New York Rhode Island Washington D.C.. Colorado: Employees accrue 1 hour of paid sick leave for every 30 hours worked up to 48 hours per year under the Healthy Families and Workplaces Act (HFWA). Maryland: Employees accrue at least 1 hour of paid sick and safe leave for every 30 hours worked up to 40 hours per year as required under the Maryland Healthy Working Families Act. Washington: Employees accrue 1 hour of paid sick leave for every 40 hours worked in accordance with the Seattle Paid Sick and Safe Holdings and its affiliated companies including SSA Group A&F Souvenir Cinchio Solutions and Behavioral Essentials are equal opportunity employers. We are committed to diversity and inclusion in our hiring practices and welcome applicants from all backgrounds. A diverse team strengthens our collective California Residents: By submitting your job application you agree you have reviewed the SSA Group California Consumer Privacy Act (CCPA) Candidate and Employee Privacy Notice (Notice).San Francisco Residents: Pursuant to the San Francisco Fair Chance Ordinance we will consider for employment qualified applicants with arrest and conviction records. Please see the Fair Chance Ordinance - Know Your Rights documentfor more information. By submitting your job application you agree you have reviewed the Fair Chance Ordinance - Know Your Rights document.