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Catering Event Manager

4 months ago

new york city, United States M&G Foodstuff Full time

Reports to: Director of Catering & Sales

FLSA Classification: Exempt


About M&G Foodstuff:

M&G Foodstuff is a boutique catering company based in the heart of New York City's East Village. Since our founding in 2013, we've been committed to delivering hyper-seasonal, produce-driven, and health-centric food, all presented in a sustainable and elevated format. We specialize in both drop-off catering, particularly for high-end luxury brands, and full-service event catering, ensuring that every event, from intimate gatherings to large-scale events, exceeds client expectations. Our passion for quality and creativity drives everything we do, making us a trusted partner for our clients' most important occasions.


Job Summary: The Catering and Events Manager is responsible for selling and managing drop off and full service off-premise catered events, adhering to M&G's standards to ensure flawless execution and exceptional service for clients. This role encompasses managing client relationships, all client and internal communications, proposals and event documentation, as well as overseeing the event timeline and team responsibilities from planning to execution. The Catering and Events manager will be expected to actively pursue new client partnerships, promoting our catering services to attract new business opportunities while nurturing existing relationships. Ultimately, your aim is to deliver unforgettable experiences, surpassing client expectations, meeting financial objectives, and maintaining operational efficiency.


Core Tasks and Key Responsibilities


Drop Off Catering

  • Manage all client communications relating to the sale and production of drop off catering on a daily basis, ensuring the highest quality experience for clients is consistently delivered. 
  • Review incoming inquiries and ensure all necessary information is obtained from prospective clients; seek clarification and further details as needed. 
  • Respond to all drop off inquiries within 24 hours. 
  • Prepare all proposals, dietary sheets, invoices, and other client facing materials and send initial proposals within 24 hours. 
  • Project manage all Drop Off Catering jobs via Trello lists ensuring all deadlines are met and follow up clients daily regarding hold dates, proposal sign offs, timing and location details.
  • Ensure that pricing is appropriate and accurate on estimates and invoices, implement custom pricing for clients where appropriate.
  • Develop a keen understanding of clients needs and budgets and guide them to the best possible package/option. Think outside of the box to secure signed contracts. 
  • Ensure all payments are received within the appropriate time frame. 
  • Follow up clients daily regarding hold dates, proposal sign offs and timing and location details.
  • Create daily Jobsheets for confirmed jobs 2 business days prior.
  • Communicate all client updates and changes to both Kitchen & Operations teams.
  • Attend drop offs as needed to meet and greet clients.
  • Follow-up to thank clients and collect feedback to be shared with the team.


Event Catering

  • Manage inquiries relating to the sale and production of full-service Event Catering, ensuring the highest quality experience for clients is consistently delivered. 
  • Understanding and explaining in a clear and concise manner M&G event packages while suggesting package customizations based on the client’s needs. 
  • Manage and prepare proposals, contracts, and other client facing materials and send initial proposals within 24 hours, and with the minimum amount of information required to send an initial quote. 
  • Manage all proposal iterations relating to client updates, custom pricing and menu requests.
  • Develop a keen understanding of clients needs and budgets and guide them to the best possible package/option. Think outside of the box to secure signed contracts. 
  • Oversee completion and sending of all client invoices, deposits and all payments and any updates as needed.
  • Recommend venues and other event vendors, tailored to client’s needs. 
  • Manage all 3rd party vendors including timeline, duties, and payments.
  • Create and manage rental equipment orders which are specific and customized to the client’s event needs, and coordinate billing with rental companies and clients. 
  • Ensure that appropriate staffing levels are in place for events, collaborating with staffing companies for maximum efficiency. 
  • Arrange for and manage client site visits and walk-throughs. Organize all information post site visit and communicate updates to the team.
  • Manage, attend and lead all client onsite and offsite tastings as required.
  • Communicate with client regarding menus, event floorplans, timelines, staffing, insurance, permitting, and rental equipment requirements.
  • Project manage events using Trello lists and meeting weekly deadlines relating to the completion of food, beverage, staffing needs and rental equipment orders.  
  • Manage all internal team meetings and communications relating to the production and execution of the event.
  • Communicate custom menu requests to the M&G team and manage the process of on-going menu revisions.  
  • Manage, attend and lead all client onsite and offsite tastings as required.
  • Create and manage Event BEO’s, Staff Briefing documents, Job Folders and all other documentation needed for the event. 
  • Oversee and manage event execution including event set-up and briefing captains.
  • Act as the client’s voice to ensure all other departments are fully aware of client expectations to ensure continuity and accuracy of all services. Liaise between client and on-site team leaders to ensure success of event from beginning to end.
  • Arrange for thoughtful gift during planning process, at event or as follow-up, when appropriate.  
  • Follow-up to thank client and collect feedback to be shared with team.  
  • Manage team debrief and internal wrap up to do lists. 


Sales & Marketing 

  • Work with the Sales Team to meet or exceed monthly Catering sales budget goals. 
  • Increase top-line revenue by planning weekly outbound outreach to new potential clients.
  • Independently execute sales tastings and sample drops. Manage all client follow-ups post tasting.
  • Create repeat business by cultivating strong, caring relationships with clients throughout and beyond the drop off and event-planning process. Plan outreach accordingly to regular clients and VIP clients.
  • Manage loyalty clients including monthly updates on spend and applying discounted rates where necessary to proposals.
  • Complete other designated monthly outreach tasks including ‘Lost Client’ and ‘Past Client’ outreach. 
  • Develop strong relationships with production venues, event venues and other event vendors to gain referrals.
  • Manage and resolve client issues promptly, employing troubleshooting skills to effectively find solutions both internally and with the client, ensuring a satisfactory resolution.
  • Seek feedback on reasons for lost business with the goal of improvement and keeping doors open for future opportunities.
  • Collaborate with the team on promotional mailings, gifts and events.
  • Collaborate with the team on social media content planning and posting under the guidance of ownership and Director of Catering & Events.
  • Assist and collaborate in monthly Newsletter send outs including targeted topics and content planning. 
  • Collaborate with the Director of Sales to actively participate in industry events, where you will engage in networking opportunities aimed at fostering connections and cultivating relationships within the industry.
  • Actively stay up to date on the latest catering and event trends through intermittent comp-set research, vendor research and industry publication reviews 


Team Management 

  • Under guidance of the Director of Catering & Sales, manage coordinators or seasonal interns as needed including managing daily tasks relating to drop off catering, marketing and sales, as well as any additional administrative tasks. 



Other Qualifications

Relevant Knowledge, Skills, & Ability:

  • Proficient knowledge of systems and processes in catering & event management  
  • Ability to self-manage and work autonomously
  • Ability to problem solve and make educated decisions 
  • Strong understanding of diverse cuisine and beverage  
  • Ability to embody, teach, and inspire our values  
  • Excellent interpersonal and public speaking skills
  • Working knowledge of Tripleseat 
  • Familiarity with Trello or other project management software 
  • Familiarity with G-Suite
  • Experience with prospecting and cold call outreach