JOB SUMMARY/ JOB DESCRIPTION:

Reporting to the Director of Marketing & Events, the Catering & Events Administrative Coordinator is among the first points of contact with potential event clients and is responsible for client intake, accurately assessing event needs and handling all administrative tasks with bookings. The Catering Administrative Coordinator is largely responsible for generating thoughtful menus, accurate quotes, catering agreements, managing all event call sheets among other similar tasks in a very fast-paced and creative office environment. This role requires the ability to pivot seamlessly between tasks, communicate with high level clients hospitably and professionally.

ESSENTIAL FUNCTIONS:

· Create thoughtful and custom menu proposals (an innate interest, knowledge of the culinary world is desired) – be able to create multiple menu proposals in a single day

· Generate accurate catering F&B quotes

· Schedule and staff events with our roster of in house staff & 3^rd party agencies

· Email and communicate professionally on behalf of the company with a focus on customer service

· Create and manage agreements with clients and ensure they are executed in a timely manner

· Manage calendars, schedule appointments and coordinate internal meetings

· Create invoices and send to clients

· Prepare and proofread documents and presentations

· Answer and direct phone calls

· Respond to all inquiries within 12-18 hours

· Handle sensitive and confidential information with discretion

· Create BEO and distribute to all company departments in a timely manner

JOB QUALIFICATIONS AND INTRISIC COMPETENCIES:

· Minimum Education of Associates Degree, Bachelor of Arts degree preferred.

· Prefer hospitality, culinary, event industry experience.

· 2-3 years MINIMUM experience working in a professional office environment (highly sought after If have direct experience working in a catering, hospitality or events capacity)

· MUST be highly proficient in Mac OS

· MUST be highly proficient in Microsoft Office: Word, Powerpoint

· MUST be highly proficient in MS Excel (MUST be able to understand and do simple formulas from scratch & format spreadsheets)

· MUST be proficient in Gsuite for Business: gmail, sheets, docs & calendar

· A plus if hold knowledge of Xero and Hellosign (or similar electronic signature platforms)

· Ideal candidate is food culture savvy – understands dietary restrictions and authentically has an enjoyment of the ‘food world’

· Possess excellent verbal and written communication skills

· Ability to work independently with minimal direction, self-suffiecient and naturally resourceful

· Can problem solve – under pressure

· Thrives in a very fast paced, fluid environment which is a key factor of the nature of the event industry

· Be extremely detail oriented – accuracy is a MUST

· Appreciates culinary environments

ABOUT US:

We are a busy culinary events company based in Los Angeles. We think of ourselves as a small company with bigger than life clients. We are a creative team in a very open fast-paced, bustling work environment. We have multiple catering focuses including on site live events, drop off catering and production catering.

Haute Chefs Los Angeles

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Catering & Event Administrative Coordinator