"Banquet Coordinator, Events"

Banquet Coordinator, Events

Company: Aims Community College

Job Location: Greeley, 80632

Category: Food Services

Type: Full-Time

Job Type: Full time

Job Number: R1566

Location: Greeley, CO

Aims Community College actively supports an environment that embraces the College's Mission, Vision, Values and a culture of innovation and care. The College embraces and seeks to hire individuals who want to be a part of this environment and have the skill sets necessary to be successful in this position.

Aims Community College seeks a motivated Banquet Coordinator to assist in event planning and execution for Aims Community College internal and external events. This position works closely with the Office of Events, Facilities and Operations, and Aims Food Services.

Responsibilities include responding to client catering requests, working with external catering, liquor distributors and rental vendors, coordinating caterer and vendor setup, inventory management as well as monitoring vendor use of the kitchen. On the day of events, this position ensures that the caterer arrives on time, the kitchen and associated Aims facilities and equipment are used properly, and selected vendors are set up properly. This position also assists with post-event clean up once events are over, and coordinates with vendors to complete their clean-up duties. This position facilitates coordination with Aims Food Services on smaller meeting set up to include setting up and maintaining and cleaning up non-alcoholic beverage stations, breakfasts, lunches, and breakouts. Additionally, this position works with the Director of Events to coordinate materials as they pertain to Aims policies & procedures for all event functions.

Event Administration & Operations:

• Maintain inventory for alcohol and non-alcoholic mixers and garnishes.
• Maintain barware and drinkware supplies.
• Confirm the table complements (salt, pepper, sugar, breadbaskets, etc.) have been properly cleaned and filled.
• Maintain inventory of all tabletop service and back-of-house wares. Work with the vendor or caterer on replacing any items that do not meet satisfaction.
• Schedule maintenance and repairs for kitchen equipment.
• Manage liquor license renewal and ensure liquor code enforcement.
• Maintain health department licenses for the Welcome Center and Aims food truck.
• Manage accounts with alcohol distributors including ordering, donations, and payments.
• Track preferred caterer contracts and ensure health department licensing and insurance requirements are met.
• Create and maintain pre and post-event procedures for caterers.
• Negotiate costs and services with vendors as needed.
• Ensure alcohol storage and service are managed in accordance with liquor laws.
• Ensure cleanliness of the Welcome Center kitchen and Aims food truck, adhering to health code requirements and enforcing cleanliness standards; Fully stock kitchen and truck with cleaning supplies and perform or assist with cleaning duties as required.
• Train caterers on kitchen equipment usage.

Event Planning:

• Coordinate vendor access to loading dock and kitchen with preferred caterers and bartending service. Distribute and track caterer access badges.
• Coordinate kitchen activities with other departments to include the Aims Food Services staff and Facilities and Operations staff to ensure that services are provided in an efficient and timely manner.
• Coordinate details of each external event with event manager and caterer. Schedule and maintain communication with all parties involved with the preparation, set up, tear down and management of the event. Consult with caterers to discuss the timing of the meal courses being served.
• Assist event manager with planning the venue layout according to the number of guests, type of event, and catering needs.

Event Production:

• Attend events, as appropriate, to ensure smooth functioning.
• Manage on-site production and vendor needs for events as necessary.
• Ensure food and alcohol delivery and set up from external vendors is on schedule.
• Ensure service standards are being followed and take corrective action when they are not.
• Supervise the placement of tables, chairs, table settings, and serving stations to make sure they are placed properly.
• Work with caterers to ensure they clean the kitchen following events to meet health department standards.
• Reconcile end of day sales and bartender tips.
• Provide post-event invoice information to event manager for final client invoices.
• Manage cash drawers, deposits, POS, and credit card systems.
• Demonstrate an understanding of emergency procedures to include fire, life, and safety.

Supervision:

• Supervise, coach, and mentor internal caterer, including conducting regular performance evaluations
• Provide training for internal caterer and include a variety of functions to implement practices and standards
• Develop, train, and supervise student catering support team
• Assign and delegate tasks and projects to team members
• Monitor and manage all aspects of catering team productivity.

Other Duties as Assigned

Minimum Qualifications:

• Bachelor's Degree in Event Management, Hospitality, Business, or other related field; plus, four (4) years of related experience or an equivalent combination of and/or education and/or work experience.
• Experience with banquet event orders and banquet catering.
• Experience using event-related database, software, and web systems.
• Flexibility and the ability to work nights and weekends.
• Strong organizational and interpersonal communication skills.
• Experience in managing inventory and sales reconciliation.
• Financial management and budgeting skills.
• This position requires the use of a company vehicle for business travel. The selected candidate must successfully pass an MVR and be insurable under Aims insurance.
• Ability to establish and maintain positive working relationships with faculty, staff, students and the general public.
• Demonstrated problem solving and decision-making skills in an event coordination capacity where high-level customer satisfaction is required and appropriately represent the campus.
• Superior time management, multi-tasking, and cross-team support skills.
• Ability to accomplish assigned projects independently.
• Current Responsible Alcohol Beverage Vendor Training or willingness to get one within 30 days of employment start date.
• Current ServSafe Manager's Certification or willingness to get one within 30 days of employment start date.

Required Documents:

• Cover Letter
• Resume
• Current Responsible Alcohol Beverage Vendor Training or willingness to get one within 30 days of employment start date.
• Current ServSafe Manager's Certification or willingness to get one within 30 days of employment start date.

Preferred Qualifications:

• Three (3) years event management or event planning experience.
• Experience working in a higher education setting