Department: Unit Reports To: Catering Director FLSA Status: Non-Exempt Employment Status: Variable Hour Location: Primarily Irving Catering Office Hub but subject to Client event needs. Primary Objective of Position: Office based, Customer focused position responsible for nurturing and building client relationships. The Catering Administrative Assistant will assist the Catering Director with managing customers experience throughout the catering order lifecycle. This would include written and verbal communications with clients, vendors and, event facilities. Additionally, this position would be responsible for maintaining an accurate event and client follow up schedule and assisting clients with menu questions and catering budget solutions. Essential Functions: • Promptly answers and responds to all phone calls, text messages and emails related to job functions. • Ability to create event orders with accurate details and information. Including: food orders, payment information, client contact information, event times, dates and locations. • Possess and demonstrates strong knowledge of the menu in order to explain menu offerings to Clients. This would include: informing Clients of current food promotions and specials as well as, suggestively sell appetizers, add-ons and desserts when possible. • Follows serving alcohol responsibly procedures for identifying age, preventing intoxication and dealing with intoxicated event guests. • Accurately and securely able to collect payment (credit cards, cash) for all events and orders following company established accounting procedures for all transactions. • Adheres to all company safety policies and procedures. • Work as a team player and assist co-workers as needed or when and how business needs dictate. • Ability to operate computer and adapt to changing software applications and systems efficiently. • Strong organizational skills. • Ability to read, write and speak English with fluency. Competencies: To perform the job successfully, an individual should demonstrate the following • Guest Service: Manages difficult or emotional client situations. Responds promptly to client needs and inquiries. Responds to requests for service and assistance. Identify and resolve problems in a timely manner. • Communication: Speaks clearly and persuasively in positive or negative situations. Listens and gets clarification. Responds well to questions. Able to read and interpret written information. • Teamwork: Balances team and individual responsibilities. Welcomes feedback and contributes to building a positive team spirit. Supports everyone's efforts to succeed. • Diversity and Ethics: Promotes a harassment-free environment. Treats everyone with respect, works ethically and with integrity, and upholds organizational values. • Organizational Support: Follow policies and procedures. Completes administrative tasks correctly and on time. • Professionalism: Reacts well under pressure. Accepts responsibility for own actions. Complies with dress and personal appearance standards. • Quality/Quantity of Work: Demonstrates accuracy and thoroughness. Applies feedback to improve performance. Monitors own work to ensure quality. Completes work in a timely manner and works quickly. • Safety and Security: Observes Safety and Security procedures. Reports potentially unsafe conditions. Uses equipment and materials properly. • Adaptability: Adapts to changes in work environment. Manages competing demands. Able to deal with frequent changes, delays, or unexpected changes to events. • Attendance/Punctuality: Is consistently at work and on time. Ensures work responsibilities are covered when absent and arrives at meetings on time.
• Must maintain all company required Alcohol Service Training. • Must always maintain a valid driver license with clean driving record and applicable vehicle insurance. • Must maintain all applicable state and local permits and licensures appropriate to the position. • Ability to operate computer and its systems, count money, make change, and accurately and ethically conduct credit card transactions and account for all monies at the end of each shift. • Stands/walks 25% of shift. • Sits 75% of a shift • Reaches, bends, stoops, lifts, and carries frequently. • Able to load and unload catering vehicle as needed with items weighing up to 50lbs. • Ability to read and write and speak English. • Ability to read and comprehend simple instructions examples: menu, training materials, handbooks. • Work a variable and flexible schedule which may include nights, weekends and holidays. • Ability to utilize follow schedule created by Catering Director. • Prior food or retail sales experience is preferred. • Must be able to utilize basic computer skills with ease and comfort including but not limited to Excel and Outlook. • Must be able to work and communicate well with others in a professional manner. • Ability to memorize key menu details.
Work Environment: Work environments vary by catering job location but could include: office building, warehouse and outdoor settings and vehicle. While performing the duties of this job the Team Member is regularly exposed to sharp objects, dry and humid conditions. The noise level in the work environment is usually moderate.