The Catering and Events Manager, Campus Dining is a key member of the Campus Dining Team within the Division of Administration at Vanderbilt University. The Catering and Events Manager is part of the Campus Dining, Catering & Events Department at Vanderbilt University and is a key contributor responsible for planning the full scope of events (creating event sheets, menu proposal writing, vendor management, invoicing/ payments, and event follow-up, and relationship building). This position is responsible for meeting with high-end clients to dream up and execute outstanding events that stay within budget and meet expectations. This includes a carefully crafted approach to room set-up, technology needs, layouts, and everything down to timing and decor. This position manages the overall customer event planning process, ensuring all changes are communicated accurately and timely to the Catering and Events team. Reporting directly to the Director of Catering, the Catering and Events Manager position provides expert knowledge about menu and event planning.
The Catering and Events Manager will work closely with internal and external customers by communicating guest needs, analyzing information and creating custom proposals that exceed customer expectations. This position is thoroughly knowledgeable of the practices and procedures of catering and events, food and beverage, menu development, vendor management, and pricing.
Vanderbilt Catering delivers the excellence expected from Vanderbilt University. As a division of Vanderbilt Dining, we are engaged with our campus community. Whether the function is a continental breakfast for ten, a buffet for one hundred, or a gala dinner for one thousand, Vanderbilt Catering will provide the caliber of food and distinction of service the University expects from its on-campus caterer. Vanderbilt Catering delivers up to 1,500 events each academic year with annual 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 a client base, follow-up on leads, meet with customers face to face, perform a walkthrough of on and off-campus event space)
Work directly with clients 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 inquiries to the 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 reports administratively and functionally to the Director of Catering. This position works in a team-driven environment and delegates a variety of tasks to team members.
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
Internal Number: 10000669
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.