Catering & Event Operations Coordinator

The Catering and Events Coordinator is responsible for organizing and managing events to ensure positive and memorable experiences. This role involves coordinating services like catering and audiovisual setups, engaging with clients, and maintaining professional communication. The Coordinator also supports new business initiatives and ensures all activities comply with university policies and the Union's mission. Additionally, this position includes managing the administration office, handling walk in traffic, and performing general office duties.

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SUPERVISION RECEIVED & GIVEN:   

Receives direct supervision from the Event Planning Manager

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ESSENTIAL FUNCTIONS:   

1. Customer Service:

• Coordinate event planning with a proactive, relational, and flexible approach.

• Utilize technology platforms such as EMS, Visio, and Microsoft Teams.

• Act as a liaison and maintain positive relationships with students, faculty, and staff.

2. Communication:

• Lead Weekly Major Functions meetings.

• Maintain external communication channels to provide the KU community and external clients with necessary event planning information.

• Collaborate on marketing initiatives related to Event Operations and Catering, including website updates and social media.

 3. Cooperation:

• Coordinate with service staff responsible for catering, room setup, audiovisual technology, and general event information.

• Manage communication with service partners through daily reporting and provide onsite coordination as needed (facility tours, tastings, day of support, etc.).

• Participates in daily BEO Catering meetings.

• Handle intake of all catering orders for the KU campus.

4. Job Knowledge:

• Understand and communicate Union building and Catering policies and procedures for hosting events.

• Demonstrate a strong understanding of space usage policies for Union facilities and catered events on campus.

• Manage Standard Operating Procedures (SOPs) and ensure they are updated

5. Organizational Support:

• Establish and maintain relationships with key event facilitators, including KU Dining Services, Student Affairs, Student Engagement Center, and others.

• Uphold a customer service philosophy among employees while adhering to company policies.

• Leverage technology to improve internal and external processes.

• Participate in professional development opportunities.

• Manage the intake of PO numbers to EMS.

6. Relationship Building:

• Support new business and revenue goals within Catering and Event Operations, navigating university complexities (alcohol service limitations, space usage, corporate partner agreements, etc.).

• Understand the Union’s role in the KU community and its relation to events.

• Collaborates on Event Operations and Catering related marketing initiatives, including website updates, social media, etc.  

7. Sales KPI’s.

• Meet or exceed department KPI’s.

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ADDITIONAL RESPONSIBILITIES:   

• Other duties as assigned. 

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REQUIRED KNOWLEDGE ABILITIES & SKILLS:   

1. Ability to plan, organize, and execute events, ensuring all details are managed effectively from start to finish.

2. Strong customer service skills to interact positively with clients, handle inquiries, and resolve issues.

3. Excellent written and verbal communication skills to convey information clearly and professionally to clients, staff, and vendors.

4. Proficiency in using event management software (EMS, Visio) and other technology platforms (Microsoft Teams) for efficient event planning and execution.

5. Strong problem-solving skills to quickly address and resolve issues that arise during event planning and execution.

6. Skill in building and maintaining positive relationships with clients, colleagues, and external partners to facilitate smooth event operations.

7. Experience in marketing and promoting events, including managing website updates and social media activities to enhance visibility and engagement.

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MINIMUM QUALIFICATIONS:   

1. At least 2 years of experience in event planning, office management, or a related field.

2. Proficiency in event management software such as EMS, Visio, and Microsoft Teams.

3. Strong written and verbal communication skills.

4. Demonstrated experience in providing high quality customer service with events and/or in an office setting.

5. Excellent organizational and time management skills with the ability to manage multiple tasks simultaneously.

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PREFERRED QUALIFICATIONS:   

1. Over 3 years of experience in event planning, or office management, especially in a university or similar setting.

2. Advanced proficiency in event management software and technology platforms.

3. Experience supervising staff and leading teams.

4. Experience with event marketing, including website updates and social media management.

5. Participation in professional development opportunities related to event planning, office management, customer service and catering services