Events Supervisor

Lettered L Food Services, Inc.; Cabuyao; On-site; PHP 300,000 - 540,000; Full time

Job summary

Lettered L Food Services, Inc. in Laguna, Philippines seeks an Events Operations Coordinator to plan and execute company functions, meetings, and catering arrangements across client sites in Cabuyao, Laguna.

You will manage timelines, venues, menus, manpower, and safety protocols, ensuring seamless operations and client satisfaction. This role requires coordinating with kitchen, purchasing, and service teams, conducting site inspections, handling last-minute changes, and delivering post-event

Responsibilities

• Plan, organize, and coordinate company functions, meetings, celebrations, special events, and catering requirements.
• Review event requirements, including menu, headcount, venue, schedule, equipment, manpower, setup, and service arrangements.
• Prepare event plans, timelines, checklists, and operational requirements prior to each function.
• Coordinate with the client or requesting department to clarify event details and special requirements.
• Ensure all event requirements are properly communicated to concerned teams before the event.
• Act as the primary operational coordinator for assigned functions and events.
• Maintain professional communication with clients, company representatives, and event organizers.
• Conduct site inspections and coordinate venue requirements when necessary.
• Manage changes, special requests, and last-minute requirements while ensuring proper coordination and approval.
• Address client concerns during events and ensure timely resolution of operational issues.
• Gather client feedback after events and identify opportunities for service improvement.
• Supervise the complete execution of functions, from pre-event preparation and venue setup to food service, event turnover, and post-event activities.
• Ensure food presentation, service flow, venue setup, and overall event execution meet Company and client standards.
• Conduct pre-event briefings with assigned personnel regarding duties, service sequence, menu, guest requirements, and safety protocols.
• Monitor food replenishment, service quality, cleanliness and overall event flow.
• Ensure proper breakdown, clearing, inventory checking, and turnover of the venue after each event.
• Determine manpower requirements for each event in coordination with the Operations team.
• Assign specific duties and responsibilities to event personnel, service crew, kitchen staff, and other support personnel.
• Supervise and monitor attendance, grooming, performance, and discipline of assigned event manpower.
• Ensure that all personnel are properly briefed and trained on event specific requirements and service standards.
• Recommend additional manpower or operational adjustments when necessary.
• Coordinate with the Kitchen and Menu Planning team regarding menu requirements, food quantities, preparation schedules, and special dietary requests.
• Ensure that food production and service are aligned with the approved event requirements.
• Monitor food quality, presentation, portioning, temperature, and availability during events.
• Coordinate with the Food Safety/Quality team to ensure compliance with food safety and sanitation standards.
• Ensure proper handling, storage, transportation, and service of food throughout the event.
• Coordinate the availability and deployment of tables, chairs, serving equipment, utensils, chafing dishes, linens, décor, and other event-related materials.
• Ensure all required equipment and supplies are available, clean, functional, and properly accounted for.
• Coordinate with Purchasing, and other concerned departments for event requirements.
• Monitor the proper use, handling, and return of Company-owned equipment and materials.
• Report missing, damaged, or defective equipment and supplies.
• Prepare and monitor event-related operational requirements based on approved budgets and quotations.
• Coordinate with the appropriate departments regarding event costing, purchasing, billing, and other financial requirements.
• Monitor food, manpower, supplies, and other event costs to support profitability.
• Ensure that additional client requests or changes with cost implications are properly documented and approved.
• Prepare event reports, expense documentation, and other required operational records.
• Ensure all functions and events comply with Company policies, client site rules, food safety requirements, sanitation standards, and applicable regulations.
• Monitor proper use of PPE and adherence to workplace safety procedures when applicable.
• Ensure proper sanitation and cleanliness before, during, and after events.
• Immediately report accidents, incidents, food safety concerns, property damage, or other operational issues to management.
• Support the implementation of corrective actions and preventive measures.
• Conduct post-event assessment to identify operational issues, client concerns, and opportunities for improvement.
• Prepare event completion reports, including attendance/headcount, issues encountered, wastage, additional requirements, and other relevant information.
• Monitor event performance and provide recommendations to improve service quality and operational efficiency.
• Maintain an organized record of event details, client requirements, costing, and post-event documentation.
• Identify opportunities to improve the Company’s functions and catering services.
• Recommend new menu offerings, service approaches, event packages, and operational improvements based on client needs and market requirements.
• Support management in developing and maintaining strong relationships with clients and concessionaire partners.
• Assist in identifying potential additional catering and event opportunities within existing client accounts.
• Contribute to initiatives that improve customer satisfaction, operational efficiency, and event profitability.

Job description

Key Responsibilities

1. Functions and Events Planning

• Plan, organize, and coordinate company functions, meetings, celebrations, special events, and catering requirements.

• Review event requirements, including menu, headcount, venue, schedule, equipment, manpower, setup, and service arrangements.

• Prepare event plans, timelines, checklists, and operational requirements prior to each function.

• Coordinate with the client or requesting department to clarify event details and special requirements.

• Ensure all event requirements are properly communicated to concerned teams before the event.

2. Event Coordination and Client Management

• Act as the primary operational coordinator for assigned functions and events.

• Maintain professional communication with clients, company representatives, and event organizers.

• Conduct site inspections and coordinate venue requirements when necessary.

• Manage changes, special requests, and last-minute requirements while ensuring proper coordination and approval.

• Address client concerns during events and ensure timely resolution of operational issues.

• Gather client feedback after events and identify opportunities for service improvement.

3. Event Operations and Execution

• Supervise the complete execution of functions, from pre-event preparation and venue setup to food service, event turnover, and post-event activities.

• Ensure food presentation, service flow, venue setup, and overall event execution meet Company and client standards.

• Conduct pre-event briefings with assigned personnel regarding duties, service sequence, menu, guest requirements, and safety protocols.

• Monitor food replenishment, service quality, cleanliness and overall event flow.

• Ensure proper breakdown, clearing, inventory checking, and turnover of the venue after each event.

4. Manpower Supervision

• Determine manpower requirements for each event in coordination with the Operations team.

• Assign specific duties and responsibilities to event personnel, service crew, kitchen staff, and other support personnel.

• Supervise and monitor attendance, grooming, performance, and discipline of assigned event manpower.

• Ensure that all personnel are properly briefed and trained on event specific requirements and service standards.

• Recommend additional manpower or operational adjustments when necessary.

5. Menu and Food Service Coordination

• Coordinate with the Kitchen and Menu Planning team regarding menu requirements, food quantities, preparation schedules, and special dietary requests.

• Ensure that food production and service are aligned with the approved event requirements.

• Monitor food quality, presentation, portioning, temperature, and availability during events.

• Coordinate with the Food Safety/Quality team to ensure compliance with food safety and sanitation standards.

• Ensure proper handling, storage, transportation, and service of food throughout the event.

6. Logistics, Equipment, and Supplies

• Coordinate the availability and deployment of tables, chairs, serving equipment, utensils, chafing dishes, linens, décor, and other event-related materials.

• Ensure all required equipment and supplies are available, clean, functional, and properly accounted for.

• Coordinate with Purchasing, and other concerned departments for event requirements.

• Monitor the proper use, handling, and return of Company-owned equipment and materials.

• Report missing, damaged, or defective equipment and supplies.

7. Financial and Administrative Monitoring

• Prepare and monitor event-related operational requirements based on approved budgets and quotations.

• Coordinate with the appropriate departments regarding event costing, purchasing, billing, and other financial requirements.

• Monitor food, manpower, supplies, and other event costs to support profitability.

• Ensure that additional client requests or changes with cost implications are properly documented and approved.

• Prepare event reports, expense documentation, and other required operational records.

8. Compliance and Safety

• Ensure all functions and events comply with Company policies, client site rules, food safety requirements, sanitation standards, and applicable regulations.

• Monitor proper use of PPE and adherence to workplace safety procedures when applicable.

• Ensure proper sanitation and cleanliness before, during, and after events.

• Immediately report accidents, incidents, food safety concerns, property damage, or other operational issues to management.

• Support the implementation of corrective actions and preventive measures.

9. Post-Event Evaluation and Reporting

• Conduct post-event assessment to identify operational issues, client concerns, and opportunities for improvement.

• Prepare event completion reports, including attendance/headcount, issues encountered, wastage, additional requirements, and other relevant information.

• Monitor event performance and provide recommendations to improve service quality and operational efficiency.

• Maintain an organized record of event details, client requirements, costing, and post-event documentation.

10. Business Development and Continuous Improvement

• Identify opportunities to improve the Company’s functions and catering services.

• Recommend new menu offerings, service approaches, event packages, and operational improvements based on client needs and market requirements.

• Support management in developing and maintaining strong relationships with clients and concessionaire partners.

• Assist in identifying potential additional catering and event opportunities within existing client accounts.

• Contribute to initiatives that improve customer satisfaction, operational efficiency, and event profitability.