Catering and Event Coordinator

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Job Requisition ID:

2025-00008

Time Type:

Full time

Employee Group:

Staff

Job Category:

Administrative Support

Employment Type:

Temporary

Department:

Food Services – Conference Services

Hiring Range:

$50,006.31 – $62,507.89

Posting Information:

Internal posting expires July 7, 2025

Term – 14 months

This role is Contingent on Funding

Job Description:

Primary Purpose

The primary purpose of this position is to provide comprehensive administrative support to the Catering and Event Services team, ensuring the seamless execution of events and exceptional service delivery. This role involves managing customer contracts, overseeing event logistics, and serving as the first point of contact for clients and visitors. By fostering strong relationships, maintaining organized records, and actively participating in continuous improvement initiatives, the incumbent contributes to the overall success and growth of the department while enhancing customer satisfaction.

Key Accountabilities

Administrative & Finance Support

• Prepare and manage customer contracts for deliveries and full-service events, ensuring all necessary applications and permits are obtained for both internal and external clients.
• Collaborate with the Catering and Event Services Sales Manager to generate new business leads and expand the client base. • Oversee event logistics, including catering and conference requirements for various functions such as luncheons, dinners, receptions, and bar services, ensuring all client needs are met effectively.
• Provide exceptional personalized service to clients by coordinating custom items, such as centerpieces and rentals, tailored to specific event requirements. • Assist the management team by maintaining organized records of contracted business and related information, ensuring accurate and accessible documentation.
• Manage reservations for event spaces, ensuring optimal utilization of facilities.
• Utilize the University of Waterloo systems for the creation, management, and closure of events and bookings, ensuring compliance with institutional procedures.
• Prepare daily bank deposits and invoices in accordance with departmental policies and procedures. • Prepare and reconcile financial documentation for final invoice submission, ensuring accuracy and compliance.
• Adhere to cash handling procedures, including daily cash reconciliation, bank deposits, preparation of cash floats/change funds, and submission of required reports to the administrative office.
• Maintain comprehensive and organized records of contracted business and related information, facilitating clarity and accessibility for the management team.

Sales & Growth Initiatives

• Actively seek opportunities to increase sales by identifying and pursuing new business leads through networking, referrals, and targeted marketing efforts.
• Foster strong relationships with current and potential clients through personalized follow-ups and consultations to understand their needs and offer tailored solutions that enhance client satisfaction and loyalty.
• Working with the Culinary team to accommodate requests on a one-off basis as per client’s requests/requirements
• Organize and lead the team that will execute the event in accordance with the systems and procedures set in place by the Area Manager, Operations Manager, and Sales Manager Job Description

Reception Duties

• Serve as the primary point of contact for guests, employing proactive problem-solving skills to enhance customer satisfaction in a dynamic environment.
• Promote the Catering and Conference Services menu to both potential and existing clients, effectively highlighting offerings and addressing inquiries.
• Manage daily communications, including incoming mail, phone calls, online orders, and various requests, ensuring timely distribution and prompt responses.
• Receive, sort, and distribute incoming mail for the department, maintaining an organized workflow. • Assist in the maintenance and inventory of office supplies and equipment, ensuring availability and optimal functionality

Other

• Participate in continuous improvement initiatives by identifying opportunities to streamline processes and enhance service delivery.
• Provide operational support during peak event periods to ensure seamless execution and maximize customer satisfaction.
• Undertake additional projects and responsibilities related to Food Service administration as assigned by management, demonstrating flexibility and adaptability in meeting departmental needs. • Other duties as assigned.
• All employees of the University are expected to follow University and departmental health and safety policy, procedures and work practices at all times. Employees are also responsible for the completion of all health and safety training, as assigned. Employees with staff supervision and/or management responsibilities will ensure that assigned staff abide by the above, and actively identify, assess and correct health and safety hazards, as required.

Required Qualifications

Education

• Completion of a post-secondary program or combination of education and experience.

Experience

• Minimum 2 years’ experience in an administrative role. • Previous experience with data entry and cash handling would be an asset. • Experience in a sales environment is an asset Knowledge/Skills/Abilities
• Must be detail orientated and have accurate keying skills in a busy office environment with frequent interruptions and distractions. • Possess excellent customer service skills with a high degree of professionalism and courtesy. • Demonstrated ability to take initiative and work independently and in a team setting. • Excellent communication (written and verbal), organizational and interpersonal skills are required. • Must be proficient with Windows, Microsoft Excel, Word, Internet and Email.

Nature and Scope

• Contacts: Communicates with all levels of department staff and external customers, suppliers, and vendors by responding to questions and inquiries. Providing general information typically found on Job Description publicly accessible resources (i.e. websites).
• Level of Responsibility: The position has no direct supervision of others. • Decision-Making Authority: Expected to work independently and prioritize workload in order to meet deadlines. Seek out assistance when direction is required and when solving complex problems.
• Physical and Sensory Demands: Minimal physical demands typical of an office environment. Keen attention to detail is required to ensure accurate results. Required to be able to stay on task while dealing with interruptions and distractions.
• Working Environment: Minimal exposure to disagreeable working conditions typical of working in an office environment. There may be periods of irregular and/or high volumes of workload. The incumbent must have a flexible schedule and be willing to work early mornings or late evenings including weekends to accommodate event schedules or busier periods for the operation.

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at [email protected] or 519-888-4567, ext. 45935.

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