Catering - Assistant Operations Manager

Clear Destination Inc.; Pittsburgh (Allegheny County); On-site; USD 65,000 - 90,000; Full time

Job summary

SSA’s 452 Hospitality division seeks an Assistant Catering Operations Manager to support the Event/Catering Sales and Culinary teams in planning, coordinating, executing and controlling the quality of events at the Pittsburgh Zoo & Aquarium. The role focuses on client relationships, logistics, and delivering memorable experiences.

The position requires strong leadership, financial awareness and the ability to manage multiple events in a fast-paced environment, including nights and weekends as

Qualifications

• Minimum 2 years catering operations and/or event planning management in off-site catering, hotel or cultural attraction catering venue preferred.
• 4+ years experience will be given stronger consideration.
• Must be 18 or older; outdoor venues exposure as applicable.

Responsibilities

• Develop and implement detailed catering event plans including orders, pull sheets, timelines, staffing and logistics.
• Coordinate with Sales to capture requirements and ensure execution.
• Oversee setup, execution, and breakdown of events ensuring smooth operations.
• Manage equipment, supplies and materials in good condition for events.
• Walk event spaces with Sales to verify readiness and address issues.
• Collaborate with Sales, Culinary and other departments to ensure flawless events.

Skills

Interpersonal communication

Leadership

Problem solving

Financial management

Flexibility

Office software

Tripleseat knowledge

Tools

Tripleseat

Job description

Job Title: Assistant Catering Operations Manager

Department: Catering & Events

Location: Pittsburgh Zoo & Aquarium, Onsite

Reports to: General Manager, Assistant General Manager, (Sr.) Director of Catering Operations, or (Sr.) Manager Catering Operations

Revenue Oversight: $300,000+

WHO ARE WE

For more than 50 years, SSA has partnered with cultural attractions to design the hospitality experience journey, freeing our partners to remain mission-focused.

We bring together admissions, culinary, and retail with innovation and human connection to shape a seamless guest journey.

Our focus is on people, innovation, and operational intelligence as a means to create special moments with lasting impact. We call it 452 Hospitality, the foundation of how we serve our partners and their communities.

JOB SUMMARY

The Assistant Catering Operations Manager is responsible for supporting the Event/Catering Sales and Culinary teams by leading the catering logistics planning, coordination, execution, and quality control of events. This role involves proficient knowledge of client relationships, event logistics, and delivering customer satisfaction. This position is ultimately responsible for the delivery of seamless and memorable events.

QUALIFICATIONS

Job Requirements

• Strong interpersonal and communication skills across all levels of an organization.
• Proficient leadership skills with an understanding of the importance of team building/development, while fostering partnerships.
• Exceptional problem solving/decision making skills combined with the ability to be organized.
• Demonstrates financial management, analytical, and planning skills.
• Demonstrates the ability to remain flexible in a fast-paced environment.
• Computer knowledge and skill level for basic office functions.
• Physical ability to stand for extended periods and to move and handle boxes (35lbs) as necessary to operation, which entails lifting, and perform all functions as set forth above.
• (Outdoor Venues Only): Must be comfortable working in an outdoor environment, including exposure to the elements.
• Ability to work varied hours/days, including nights, weekends and holidays, as needed.

Previous Experience

• Minimum 2 years catering operations and/or event planning management in off-site catering, hotel or cultural attraction catering venue preferred.
  • A minimum of 2 years of experience is required for this position; however, candidates with 4 or more years of experience will be given stronger consideration.
• Working knowledge of Tripleseat is a plus.
• All education backgrounds eligible, must be 18 or older.

KEY RESPONSIBILITIES

Event Planning & Execution

• Develop and implement detailed plans for catering events, including event orders, pull sheets, execution timelines, staffing schedules, visual appeal and logistics layouts.
• Coordinate with sales representatives to understand event requirements and ensure all details are accurately captured and executed.
• Oversee the setup, execution, and breakdown of events, ensuring all aspects run smoothly and efficiently.
• Ensure all equipment, supplies, and materials are available and in good working condition for events.
• Walk event spaces with Sales Team before events to ensure everything is in working order and address any issues promptly.
• Communicate and collaborate effectively with the Sales Team, Culinary Team, and other departments involved in events, developing and implementing new strategies and procedures where necessary to ensure events are executed flawlessly. Including, but not limited to:
  • Attend weekly BEO meetings to review all upcoming events, addressing concerns and needs to each event.
  • Distribute Operations Plan revisions to key stakeholders when necessary.
  • Advise Sales Team on any outstanding balances due post event.
  • Collaborate with Sales Team on floorplans and event flow.
  • Coordinate the need of cross-utilized products/equipment.

• Create eye-catching and innovative F&B displays in collaboration with the Culinary Team.

• Oversee quality, product levels, and inventory of Catering products.
• Facilitate the maintenance and repairs of Catering equipment as necessary.

Client Relationship Management

• Maintain strong, positive relationships with internal and external clients to ensure repeat business and client satisfaction.
• Conduct pre-event meetings with internal stakeholders to finalize details and post-event follow-ups to gather feedback and foster continued development.
• Work closely with clients to provide tailored solutions and address any concerns promptly.
• Act as client day-of contact for catering services.

Vendor and Resource Management

• Maintain communication with vendors to ensure timely delivery of goods and services.
• Negotiate pricing and contracts with vendors to optimize costs and quality.
• Uphold an active list of resources for client and internal operational use.

Operational Excellence

• Ensure compliance with local, state, and federal laws.
• Maintain a clean, safe, and organized work environment.
• Uphold and demonstrate a complete understanding of company policies and procedures.

Financial Management

• Develop, meet, and exceed monthly and annual catering operations budgets and plans.
• Analyze operational costs and inventory to maximize opportunities and minimize waste.
• Review all invoices, bills, and accounting-related documents for accuracy and communicate necessary changes to Accounts Payable.
• Minimize controllable costs, including payroll and equipment rental, associated with the operation and strategize on revenue avenues.

Reporting and Analysis

• Report weekly and monthly operational performance to appropriate stakeholders, including but now limited to labor forecasting and event P&L statements.
• Analyze event performance data to identify trends, opportunities, and areas for improvement.
• Responsible for budgeting, forecasting and cost control (e.g., labor costs, food costs and profitability).

Social Responsibility

• Promote an inclusive and supportive approach within the unit.

• Leads by example through Sustainability/Conservation efforts; displays knowledge of efforts in business application.
• Engages with SSA/Unit in driving community effort through engagement activities and focus on opportunities of giving back.

Team Management – Where Applicable & Appropriate

• Hire, recruit, and integrate new team members.
• Schedule appropriate staff levels in accordance with business level and budget.
• Approve weekly timesheets.
• Supervise assigned personnel, evaluate performance, and provide coaching and development.
• Develop and implement training programs to motivate and mentor employees.
• Focuses on removing barriers and empowering growth and opportunity for team members at all levels.

Offsite Sales Support

• In certain locations, sales efforts are supported by offsite sales teams. In these locations the position will also be responsible for:
  • Partnering with location or area ales team on site visits and communicating client needs to Area Sales team post meeting.
  • Conduct tastings for potential clients.
  • Participating in client hand-off meetings to ensure