The Senior Catering and EventsManager is part of the Campus Dining, Catering & Events Department atVanderbilt University and is a key contributor responsible for planning thefull scope of events (creating event sheets, menu proposal writing, vendormanagement, invoicing/ payments and event follow-up, and relationshipbuilding). This position is responsible for meeting with high-endclients to dream up and execute outstanding events that stay in budget and meetexpectations. This includes a carefully crafted approach to roomset-up, technology needs, layouts and everything down to timing anddecor. This position manages the overall customer event planningprocess, ensuring all changes are communicated accurately and timely to theCatering and Events team. Reporting directly to the Director ofCatering, the Senior Catering and Events Manager position provides expertknowledge about menu and event planning.
The Senior Catering and EventsManager will work closely with internal and external customers by communicatingguest needs, analyzing information and creating custom proposals that exceedcustomer expectations. This position is thoroughly knowledgeable of thepractices and procedures of catering and events, food and beverage, menudevelopment, vendor management and pricing.
Vanderbilt Catering delivers theexcellence expected from Vanderbilt University. As a division of VanderbiltDining, we are engaged with our campus community. Whether the function is acontinental breakfast for ten, a buffet for one hundred or a gala dinner forone thousand, Vanderbilt Catering will provide the caliber of food anddistinction of service the University expects from its on-campus caterer.Vanderbilt Catering delivers up to 1,500 events each academic year with anannual revenue of 2.25 million.
Duties and Responsibilities
Customer Relations Management:
Ensure new customer relationships are being cultivated and relationships with current customers are maintained (develop client base, follow-up on leads, meet with customers face to face, perform walk through of on and off campus event space)
Work directly with client and coordinate logistics with vendors, provide design ideas and assist the client every step of the way to create unique events.
Create proposals, event orders for events and coordinate events - working closely with the Catering and Events team to monitor event schedule; maintain event changes and ensure event order details and calendar appointments and changes are communicated to the entire catering team.
Work with vendors to place orders for lighting, linens and decor for events.
Manage unexpected issues with a can do, can solve attitude.
Executes exemplary customer service to drive customer satisfaction and loyalty by assisting the customer and monitoring their satisfaction before and during their event.
Be present during normal business hours and after hour events as necessary (including high level events and peak times). Monitor event activities to ensure the client and attendees are satisfied.
Manage event billing details and approve payments.
Create awareness of group dining in all internal campus dining departments, communicating information in a timely manner to facilitate efficient purchasing, scheduling and staffing.
Resolve problems and answer customer/vendor inquiries concerning event activities.
Work closely with Catering Director to implement customer survey feedback program.
Provide weekly updates on confirmed events during the week and lead weekly catering meetings to review event orders.
Create and maintain invoices, event files, billing/accounting files and department card purchases
Invoice both internal and external customers for event billing.
Caterease and Oracle Management:
Build and maintain the Caterease data with regards to customers, locations, vendors, staffing and any other aspect related to events management
Ensure billing in Oracle is accurate and matches Caterease data
Continuously meet with Catering team members to review event details.
Work closely with Operations Manager to outline workload and continuously review event orders.
Coordinate events for campus dining and unit specific special events.
Communicate ideas, suggestions and inquires to team in a timely manner
Plan and schedule work priorities in accordance with departmental goals, objectives and deadlines
Attend all scheduled meetings and continuously work to build cross departmental relationships
This position reportsadministratively and functionally to the Director of Catering. Thisposition works in a team driven environment and delegates a variety of tasks toteam members. This position is responsible for the supervisory work of aCatering and Events Manager.
Profile of an Ideal Candidate
High school diploma is required.
Bachelor's Degree in Hotel/Restaurant Management or a related field is preferred.
Four years offsite catering, restaurants, or specialty events planning experience is strongly preferred.
Strong time management and multi-tasking and organizational skills
Strong verbal communication skills and good business and commercial acumen
The ability to work and communicate with a diverse group of clients and colleagues
Assertive, professional and positive approach with a proven ability to develop and lead in a team environment
Financial, budgeting experience preferred
Ability to work independently and maintain a positive attitude within a busy, stressful environment
VanderbiltUniversity, located in Nashville, Tennessee, is a top-15 private researchuniversity offering a full range of undergraduate, graduate and professionaldegrees. Vanderbilt is situated on a 330-acre campus near the thriving citycenter, serving more than 12,000 students and employing almost7,000 faculty and staff. The university's students, staff, andfaculty frequently cite Nashville and the surrounding area as one of the manyperks of being a part of the Vanderbilt community. Vanderbilt Universityis a place where your expertise will be valued, your knowledge expanded, andyour abilities challenged. It is a place where your diversity is sought andcelebrated. Vanderbilt was recently named as one of "America's Best LargeEmployers" and the top employer in Tennessee and the Nashville metropolitanarea in 2019 (Forbes).
About Vanderbilt Benefits
Vanderbilt University offers a competitive, flexible benefitspackage including health, dental, vision, life, accidental death &dismemberment, disability insurance, paid time off, and a 403(b) retirementplan with employer match. Vanderbilt offers tuition assistance to employees,spouses, and dependent children.
Commitment to Equity,Diversity and Inclusion
Vanderbilt University is committed to achieving the goal of adiverse and inclusive academic community of faculty, staff, and students. We seek individuals who arecommitted to this goal and our campus values.
Internal Number: 1901286
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.
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