Catering Sales Coordinator - Univ. of Virginia-Catering

Job Title: Catering Sales Coordinator

Location: University of Virginia Grounds (Virginia Catering Company, operated by UVA Dine)

Department: UVA Dine - Virginia Catering Company

Reports To: Catering Sales Manager

Summary:

The Virginia Catering Company, operated by UVA Dine, is seeking a highly organized and customer-focused Catering Sales Coordinator. This role is essential in supporting the sales and operational functions of our catering services, ensuring seamless execution of events for the University of Virginia community and external clients. The ideal candidate will be a proactive communicator, detail-oriented, and capable of managing multiple tasks in a fast-paced environment. Flexibility in working hours, including evenings and weekends, will be required at times to accommodate client and event needs.

Job Responsibilities

Essential Duties and Responsibilities:

• Serve as a primary point of contact for catering inquiries, responding to phone calls and emails in a timely and professional manner.
• Assist clients in selecting appropriate menus, services, and event setups based on their needs and budget.
• Prepare and send out catering proposals, contracts, and invoices accurately and efficiently.
• Maintain and update the catering sales database with client information, event details, and communication logs.
• Coordinate with the culinary and operations teams to ensure all event details are communicated accurately and executed flawlessly.
• Process catering orders, ensuring all specifications (e.g., dietary restrictions, equipment needs, staffing) are documented.
• Conduct site visits and client meetings as needed to finalize event details and build client relationships.
• Assist in the planning and execution of catering events, which may include on-site presence and support.
• Handle client feedback and resolve any issues or concerns promptly and professionally.
• Support marketing efforts for catering services, including updating promotional materials and social media content.
• Manage catering equipment inventory and coordinate rentals as necessary.
• Prepare sales reports and contribute to sales forecasting.
• Adhere to all UVA Dine and Virginia Catering Company policies, procedures, and health and safety standards.

At Aramark, developing new skills and doing what it takes to get the job done make a positive impact for our employees and for our customers. In order to meet our commitments, job duties may change or new ones may be assigned without formal notice.

Qualifications

• Associate's or Bachelor's degree in Hospitality Management, Event Planning, Business Administration, or a related field preferred.
• Minimum of 1-2 years of experience in catering sales, event coordination, or a related hospitality role.
• Strong understanding of food and beverage operations.
• Excellent written and verbal communication skills, with a professional and friendly demeanor.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and catering management software (e.g., Caterease, Delphi, or similar).
• Exceptional organizational skills and attention to detail.
• Ability to manage multiple projects simultaneously and meet deadlines.
• Strong problem-solving abilities and a proactive approach to challenges.
• Ability to work independently and as part of a team.
• Flexibility to work varied hours, including evenings, weekends, and holidays, as dictated by event schedules.
• ServSafe certification or ability to obtain within a specified timeframe.

Additional Skills and Abilities:

• Experience with CRM software.
• Knowledge of current catering trends and client expectations.
• Ability to build rapport with clients and maintain strong relationships.
• Creative thinking for event solutions and presentations.

Physical Demands:

• Ability to sit or stand for extended periods.
• Ability to lift and carry up to 25 pounds occasionally.
• Ability to navigate various event spaces, which may include walking, standing, and light lifting.
• Manual dexterity for computer work and handling documents.

Education