The Catering and EventsManager is part of the Campus Dining, Catering & Events Department atVanderbilt University and is a key individual contributor responsible forcustomer interaction for all catering needs (creating event sheets, menuproposal writing, vendor management, invoicing/ payments and event follow-up,and relationship building). This position manages the overall customer eventplanning process, ensuring all changes are communicated accurately and timelyto the Catering and Events team. Reporting directly to the Director ofCatering, the Catering and Events Manager position provides expert knowledgeabout menu planning and event set-up.
The 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 Cateringdelivers the excellence expected from Vanderbilt University. As a division ofVanderbilt Dining, we are engaged with our campus community. Whether thefunction is a continental breakfast for ten, a buffet for one hundred or a galadinner for one thousand, Vanderbilt Catering will provide the caliber of foodand distinction of service the University expects from its on-campus caterer.
Key Functions andExpected Performance
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 event space)
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 décor for events.
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).
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 events confirmed 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 events
Caterease andOracle 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 Catering and Events 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 with no direct reports.
Bachelor's Degree is necessary.
Bachelor's Degree in Hotel/Restaurant Management or a related field is preferred.
Experience and Skills
Two 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
About Vanderbilt University
Vanderbilt University, located inNashville, Tennessee, is a top-15 private research university offering a fullrange of undergraduate, graduate and professional degrees. Vanderbilt issituated on a 330-acre campus near the thriving city center, serving more than12,000 students and employing almost 7,000 facultyand staff. The university's students, staff, and faculty frequently citeNashville and the surrounding area as one of the many perks of being a part ofthe Vanderbilt community. VanderbiltUniversity is a place where your expertise will be valued, your knowledgeexpanded, and your abilities challenged. It is a place where your diversity issought and celebrated. Vanderbilt was recently named as oneof ‘America's Best Large Employers’ and the top employer in Tennessee and theNashville metropolitan area in 2018 (Forbes).
About Vanderbilt Benefits
VanderbiltUniversity offers a competitive, flexible benefits package including health,dental, vision, life, accidental death & dismemberment, disabilityinsurance, paid time off, and a 403(b) retirement plan with employer match.Vanderbilt offers tuition assistance to employees, spouses, and dependent children.
Commitment to Equity, Diversity andInclusion
Vanderbilt University iscommitted to achieving the goal of a diverse and inclusive academic communityof faculty, staff, and students. We seekindividuals who are committed to this goal and our campus values.
Internal Number: 1900064
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.