Events Coordinator - Food Services

Job Summary

Reporting to the Supervisor, Event Bookings, the Coordinator, Events - Food Services will be responsible for booking and coordinating a variety of food service functions, conferences, and events. The Coordinator, Events - Food Services will manage, plan and communicate event details to on premises staff at multiple locations.

Acting as the main point of contact between our teams and clients, you'll lead marketing initiatives, understand client requirements, and manage aspects of event planning to surpass expectations.  If you thrive on crafting unforgettable experiences and have a passion for hospitality, we welcome you to join our vibrant team.

Duties and Responsibilities

As the first point of contact for internal and external customers, you will:

• Work with the food services management team to develop a sound approach to market food and beverage banquet facilities to customers.
• Have the ability to identify the client's needs and evaluate their requirements.
• Provide cost estimates and banquet event orders in a timely manner.
• Assist with menu planning based on communication received from the culinary team.
• Obtain/record event details on banquet event orders (BEOs); confirm booking reservation in city system (ActiveNet); effectively communicate even details/service requirements and updated to all related venues.
• Upsell and maximize revenue potential.
• Follow-up with clients upon event completion.
• Attend food and beverage trade shows for the purposes of business development and sales; develop customer "friendly" service/resource programs.
• Assist client with planning to ensure the banquet "experience" (event coordination/timing, ceremony/floor/conference/meeting set-ups, wine/bar service, menu selection, linens and music/decorations) meet expectations and is well received.
• Update on a regular basis a variety of administrative documents/reports.
• Process invoices for banquet/catering services and forward them to the customer service centre.
• Follow up on outstanding client documents including but not limited to payments, signed contracts, signed BEOs.
• Act as a resource for Food Services and venue staff with respect to details and logistics.
• Perform other duties as assigned.

Skills and Qualifications

• Graduate of a post secondary program in a Hospitality or Event Management program with at least 5 years progressive event coordination responsibility in restaurants/catering, and or conference/event coordination, sales and marketing experience.
• Must possess Smart Serve Certification and willing to obtain First Aid/CPR, Food Handlers and WHMIS certification within 6 months of hire.
• Experience and robust working knowledge of wedding etiquette/planning, banquet styles of service, cocktail receptions, conference/meeting requirements, golf tournaments, theatre events.
• Extensive knowledge of Alcohol and Gaming Commission of Ontario rules, regulations and endorsements required.
• Competent computer literacy in MS Word, Outlook and Excel.
• Ability to learn and apply various other software programs including: ActiveNet Report Printing, SAP systems and Silverware Point of Sale (or comparable POS systems) and event management software.
• Excellent customer service skills with the ability to establish effective working relationships with both external and internal customers/coworkers by way of excellent oral and written communication skills.
• Ability to work in a fast-paced work environment including strong organizational skills with the ability to prioritize, multitask and work under tight timelines.
• Must be able to work effectively in a team setting as well as independently.
• Excellent organizational skills with the ability to prioritize, follow-up, as well as exercise good judgement with customer requests.
• Knowledge of corporate business trends, ability to prepare estimates and Request for Proposal (RFP's) accurately.
• The ability to work flexible hours including evenings, weekends and holidays is required.
• Must possess a Valid Class "G" drivers license. Access to a vehicle to attend various locations and events is required.