Catering Coord-28173

Rush University Medical Center; Chicago (IL); On-site; USD 22,000 - 32,000; Full time

Job summary

Rush University Medical Center is seeking an administrative professional to support catering and event sales. You will welcome guests, handle inquiries, provide quotes, and coordinate schedules for banquets and meetings in a fast-paced environment.

The role requires strong communication, data entry skills, and familiarity with Excel, Word, and PowerPoint. You will collaborate with clients to plan menus, room setups, and decor, ensuring quality service and timely responses.

Qualifications

• High School Diploma or equivalent required.
• At least 2 years in administrative/clerical or purchasing roles.
• Excellent verbal and written communication; greet guests professionally.
• Proficient in Excel, Word, and PowerPoint for data and reporting.
• Able to think critically and work with minimal supervision.
• Manage multiple complex tasks and meet tight deadlines.
• Presentable appearance and professional conduct at all times.
• Maintain confidentiality of sensitive information; handle private data.
• Food handlers and allergen certification preferred.

Responsibilities

• Greet guests and clients warmly; act as receptionist for visitors.
• Provide quotes for catering services and related costs.
• Answer calls and handle scheduling duties and inquiries.
• Respond to emails with information on rooms, timelines, and availability.
• Follow up on upcoming catering events and confirmations.
• Coordinate menus, floor plans, and decor with clients and planners.
• Assist in menu planning, tastings, and layouts for events.
• Coordinate AV equipment and related setup as needed.
• Enter data into the department database and maintain filing systems.
• Train staff on routine procedures and office equipment.

Skills

Customer service

Communication skills

Public relations

Data entry

Schedule coordination

Education

High School Diploma

Associate degree in hospitality management

Tools

Excel

Word

PowerPoint

Job description

Location: Chicago, Illinois

Business Unit: Rush Medical Center

Hospital: Rush University Medical Center

Department: Food And Nutr Srvcs -R500 Drcc

Work Type: Full Time (Total FTE between 0.9 and 1.0)

Shift: Shift 1

Work Schedule: 8 Hr (6:00:00 AM - 2:30:00 PM)

Rush offers exceptional rewards and benefits learn more at our Rush benefits page (https://www.rush.edu/rush-careers/employee-benefits).

Pay Range: $16.48 - $23.28 per hour

Rush salaries are determined by many factors including, but not limited to, education, job-related experience and skills, as well as internal equity and industry specific market data. The pay range for each role reflects Rush’s anticipated wage or salary reasonably expected to be offered for the position. Offers may vary depending on the circumstances of each case.

Summary

Serves as direct point of contact with all customers through all stages from initial contact, proposals, confirmations and finalized booking of catering and event sales, responsibilities include welcoming guests, making follow up phone calls, responding to emails, data entry, creating banquet event orders for events, detailing events, making contact with client, diffusing any problems handling all phone and internet inquiries.

Other Information

Required Job Qualifications:

• High School Diploma
• Minimum 2 years of experience in the administrative, clerical, or purchasing field
• Excellent communication skills (verbal and clerical) and public relation skills for greeting all guests to the office.
• Knowledge of computer software - Excel, Word, Power Point, – in order to design, implement and maintain complex data programs for the department.
• Ability to demonstrate critical thinking in a high paced environment with minimal supervision.
• Ability to handle a variety of complex tasks at once while working under tight deadlines on a daily basis.
• Ability to represent the department by consistently demonstrating professional appearance and grace under pressure.
• Ability to handle confidential information and maintain confidentiality.
• Food handlers and allergen certification

Preferred Job Qualifications

• Associate degree in hospitality management or related field
• 2 years previous catering experience
• Extensive Knowledge of Food and Beverage
• Knowledge of room set ups for meetings and receptions, types of service
• Experienced with catering and accounting software – Eventmaster, Catertrax, Quickbooks
• Ability to navigate internet websites, and perform website maintenance

Physical Demands

• Sufficient dexterity to operate computer keyboard, able to communicate using a variety of audio technology, able to see; 90% of time sitting, 10% of time standing or walking
• Ability to routinely walk to other areas and lift 20# boxes as required.

Competencies

Disclaimer: The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements.

Responsibilities

• Welcomes guests and clients and effectively communicates with in a friendly, courteous and timely manner.
• Acts as a receptionist for all in-coming visitors.
• Answers incoming calls for information and provides quotes for catering services and associated costs.
• Responds to inquiries over the telephone and handles scheduling duties.
• Replies to emails by providing prospective and existing customers with information regarding available rooms and timelines.
• Follows up with customers in order to confirm upcoming catering events.
• Schedules appointments with clients.
• Gathers necessary information from clients and meeting planners to assist in menu planning, floor plans, room setup and décor.
• Assists clients in choosing setup plans offered by the facility, according to their specific needs
• Suggests alternative menu items in order to provide customers with variety.
• Performs transcribing, formatting, inputting and editing work to produce event sheets, menus, and required information
• Coordinates menus, preparation and distribution of specifications sheets and catering schedules.
• Assists managers in conducting tastings, handling layouts of food stations and design of menu that benefits company standards.
• Coordinates efforts to rent audio and visual equipment.
• Operates and maintains office equipment such as fax machines, copiers, printers and scanners
• Ensures the cleanliness and neatness of all assigned areas.
• Enters assigned data into the office database.
• Maintains electronic filing systems that enhance department function and increase efficiency.
• Copy and collate documents.
• Gathers and researches information required by the management.
• Prepares quotations of catering events and provides needed information.
• Trains other staff/clerical staff on routine procedures, telephone operations, pager function, and office machines.

Rush is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.