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Event Planning and Catering Specialist

2 months ago

New York, New York, United States M&G Foodstuff Full time
About the Role

The Catering and Events Manager is a key member of the M&G Foodstuff team, responsible for delivering exceptional catering and event experiences to clients. This role requires a high level of professionalism, attention to detail, and excellent communication skills.

Key Responsibilities
  • Drop Off Catering:
    • Manage client relationships and communications to ensure seamless execution of drop off catering services.
    • Review and respond to client inquiries, ensuring all necessary information is obtained and proposals are sent within 24 hours.
    • Project manage drop off catering jobs, ensuring timely completion and follow-up with clients as needed.
    • Develop and maintain relationships with clients, understanding their needs and budgets to provide tailored solutions.
    • Ensure accurate pricing and invoicing, implementing custom pricing for clients as needed.
    • Communicate with clients regarding menu options, timing, and location details.
    • Attend drop offs as needed to meet and greet clients.
    • Follow up with clients to thank them and collect feedback.
  • Event Catering:
    • Manage client relationships and communications to ensure seamless execution of event catering services.
    • Understand and explain M&G event packages to clients, suggesting customizations based on their needs.
    • Manage and prepare proposals, contracts, and other client-facing materials, sending initial proposals within 24 hours.
    • Develop and maintain relationships with clients, understanding their needs and budgets to provide tailored solutions.
    • Oversee completion and sending of client invoices, deposits, and payments.
    • Recommend venues and other event vendors, tailored to client needs.
    • Manage all 3rd party vendors, including timeline, duties, and payments.
    • Create and manage rental equipment orders, coordinating billing with rental companies and clients.
    • Ensure appropriate staffing levels for events, collaborating with staffing companies for maximum efficiency.
    • Arrange for and manage client site visits and walk-throughs.
    • Manage, attend, and lead client onsite and offsite tastings as required.
    • Communicate with clients regarding menus, event floorplans, timelines, staffing, insurance, permitting, and rental equipment requirements.
    • Project manage events using Trello lists, meeting weekly deadlines for food, beverage, staffing needs, and rental equipment orders.
    • Manage all internal team meetings and communications relating to event production and execution.
    • Communicate custom menu requests to the M&G team, managing the process of ongoing menu revisions.
    • Manage, attend, and lead client onsite and offsite tastings as required.
    • Create and manage Event BEOs, 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, ensuring 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 the event from beginning to end.
    • Arrange for thoughtful gifts during the planning process, at the event, or as a follow-up, when appropriate.
    • Follow up to thank clients and collect feedback to be shared with the 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.
    • 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 the 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.
Requirements
  • 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.