Catering & Special Events Office Manager - Full-time

Detroit Athletic Club; Detroit (MI); On-site; USD 40,000 - 52,000; Full time

Job summary

The Detroit Athletic Club is seeking an organized Catering and Special Events office coordinator to handle daily paperwork, answer member inquiries, manage office supplies, and coordinate internal meetings and event logistics across multiple managers and culinary staff.

You will create menu documents, plan BEOs, distribute schedules, and assist at events while maintaining professional communication, accuracy, and a neat appearance.

Qualifications

• College degree preferred.
• Experience in food and beverage service industry preferred.
• Proficient with Microsoft Windows-based programs; Delphi or ESP 2000 knowledge helpful.
• Strong organization and communication skills.

Responsibilities

• Manage daily paperwork for Catering & Special Events office.
• Answer and direct phone inquiries from members.
• Coordinate menus, banquet cards and event buildouts with culinary staff.
• Arrange meetings and records for in-house events.
• Distribute daily function lists and update BEO packets.
• Assist with last-minute changes and on-site event support.

Skills

Microsoft Office

Typing

Office administration

Communication skills

Education

College degree preferred

Tools

Delphi

ESP 2000

Job description

Job Summary:Individual is responsible for managing the day-to-day duties of the Catering and Special Events office that include, but are not limited to the following:Daily paperwork, copying and typing for the Catering & Special events office.Answer and directing of incoming phone calls from members and inquiries for the Catering & Special Events Department.Working directly with members to help with their needs and directing them to the correct person.Keeping inventory of all office supplies and ordering all office supplies.Essential Functions:Work directly with our DAC Communication department to create our daily and weekly menu and communication needs.Take direction from 6 managers in the office to help in their daily paperwork needs- which includes (but not limited to) returning e-mails & phone calls to contacts & members, researching for events, completing paper work (deposit sheets, Direct Billing, etc.), creating banquet menus, etc.Work one on one with our culinary staff to complete buffet cards, menus, etc.Responsible to coordinating all In House Department Meetings, Committee Meetings, Suite Bookings and Employee Orders.Continually strive to learn, grow, innovate, improve and be organize to help create the best work environment possible.Create and distribute Daily function list, Change Sheet, Weekly events list, Pop Ups and Revised BEO’s and BEO Packet.Billing copy of BEO – forwarded to Accounting by noon of each dayDevelop and assemble specialty menu cards, place cards, buffet cards, etc., as needed for eventsBook and detail In-House meetings and events.Communicate last-minute changes regarding events to other departmentsAssist at some special events (i.e., hostess, registration table, etc.)Desirable Knowledge, Skills and Abilities:Be responsible, conscientious, flexible, dependable, alert and ready to act when needed. Be friendly and professional. Be team-oriented and willing to go above and beyond the call of duty. Be detailed in computer proficiency with ability to compose letters, spreadsheets, menus, filing. Use exceptional organizational and follow-through skills.The individual must possess the following knowledge, skills and abilities and be able to demonstrate or explain that she or he can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.Ability to read, write and speak English language fluently to interact with clients.Ability to work under time pressures and extensive hours.Interpersonal skills to provide overall guest satisfaction.Ability to present pertinent event information to staff and clients in an organized and timely fashion.College degree preferred.Experience in food and beverage service industry preferred.Computer knowledge of Microsoft Windows based programs required. Knowledge of Delphi or ESP 2000 desired.All employees must maintain a neat, clean, professional and well groomed appearance (specific standards available). Employees must possess good telephone and business etiquette skills.Good behavior, exudes confidence, friendly, hospitable, positive attitude, responsive, helpful.Exhibits proper response vs. reactionary responseUnderstands priority and has a sense of urgencyAble to multi-taskGreat communicatorWork Environment:Most work tasks are performed indoors. Temperature is moderate and controlled. Some work may be in varying environment conditions, with exposure to extremes of heat and cold, in both indoor and outdoor facilities.Must be able to sit at a desk for a long-extended period of time. Walking and standing are required during some part of the working day. Length of time of these tasks may vary from day to day and task to task.Must be able to bend, stoop, squat and stretch to fulfill certain tasks.Physical requirements include: Reaching by extending hand(s) or arm(s) in any direction. Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s. Communication skills using the spoken word. Ability to see within normal parameters. Ability to hear within normal range. Ability to lift and carry up to 15 pounds.