Suites & Catering Coordinator

3 days ago

Red Deer, Canada Westerner Park Full time

**SUMMARY**
The Suites and Catering Coordinator role is a key role in our Food and Beverage Services team, reporting to the Food and Beverage Services Manager. They are responsible for ensuring the business requirements for staffing & operations are maintained and executed for all events, and day-to-day needs are met in their business unit. This position will have an impact on our ability to deliver an exceptional client and guest experience by ensuring efficient staff placements for successful operations. They also provide significant value to the team through administration support with efficiency and high attention to detail and timelines.

**ESSENTIAL DUTIES AND RESPONSIBILITIES**

Under the direction of the Food and Beverage Services Manager, the Suites and Banquet Coordinator is responsible for, not limited to the following:

- This individual must be very organized, possess the ability to multi-task, and have strong interpersonal and communication skills (both written and oral). Working with and coaching staff will represent a large portion of time allocation for this position.
- Provide support not limited only to Suites, Catering and Banquets but also to all activations and activities that define the Food and Beverage as an operational need.
- Provide complete hands-on support for all Food and Beverage operational needs in following areas primarily:
**Corporate Suites Operations**:

- Have a complete understanding of Suite Holder contract, ownership (sometimes multiple owners), what's included and client vs organizational liabilities.
- Prints and updates the kitchen orders list and ensures Head Chef is up to date on order statuses.
- Check suites pre-event and ensure they are in clean, operationally efficient and in presentable state.
- Ensure staff on site are informed about any specific notes for payments, allergies, special requests etc. are well communicated
- Provide support to all positions where necessary.
- Do quality checks and communicate with Suite holders and make sure all the comments are attended. Document feedbacks where necessary.
- Work with Head Chef and team for any last-minute changes, requests to ensure full customer satisfaction.
- Work with Head Chef and provide support for food expedition during all events where suites are used (hot and cold).
- Provide support for any required POS changes.
- Provide detailed operational report at end of the event day to reporting manager
- Will be a direct contact for Suite holders for pre-event suite maintenance needs/communications.
- Will be a direct contact for Suite holders for post event alcohol pick-ups, part stocks, billing, providing previous records and all questions.
- Ensure AGLC rules are followed in suites, holding suite hostesses accountable for the same.
- Provide proper paperwork/ forms.
- Organize and coordinate event timelines and ensuring that service runs smoothly and effectively.
- Supervision of servers and runners on operational days.
- Maintain Suite Tracking Documents for event days.
- Work with Cash office for any discrepancies in payments and reconciliations.
- Works with warehouse and kitchen team on orders and stocking needs and write offs.
- Update Suite Websites as per event needs and ensure the website updates are communicated to Sute Holders and staff.
- Work with Tickets Alberta on suites usage during certain events where all suites are not in used or extra build and communicate information with Sute Holders and staff with define timelines.
- Ensure all suites are cleaned, closed and all cash outs are done as per Westerner Park standards.
- Communicate staff efficiencies with reporting manager periodically.

**Catering (Onsite and Offsite)**:

- Ensure all Banquet Event orders from Event Sales are clearly understood.
- Plan, organize and prioritize events according to dates and times.
- Communicate any changes of the BEO to the Head Chef and kitchen team.
- Ensure the plan is communicated with staff and provide detailed directions with set up needs and efficient execution.
- Ensures banquets are set up properly and the proper equipment is in the space
- Follow up and assist where necessary with Food and Beverage Banquet Captain and staff for pre-event and post event setting needs.
- Responsible for onsite client communications and any changes that need to be made and relay same to Event Sales.
- Act as a communication median for client, staff and Event Sales for any Food and Beverage related changes/ questions.
- Ensure food times, temperatures, sanitization techniques and food handling are as per AHS rules.
- Schedule staff for set up and tear down according to efficiencies.
- Ensuring team has all the supplies to execute the catering onsite/ offsite.
- Making visits, assigning proper responsibilities for any offsite caterings.
- Ensuring catering vehicles are fueled and in good operating safe condition and communicating any fixtures to Building and Maintenance department at Westerner Park.
- Assist and

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