Catering Sales Coordinator

Job Description:

Reporting to the Assistant Director of Dining Services for Catering, the Catering External Sales Coordinator manages all incoming orders for catered campus events.

Washington and Lee University actively promotes a dynamic and inclusive environment that allows students and employees of multiple backgrounds, cultures, and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.

Essential Functions:

• Books and schedules catering events using specialized Catertrax software. Manages event and employee calendars and availability within Catertrax. Serves as an approver for Evans Hall bookings in 25Live.

• Provides intake for all catering orders from university and external customers. Gathers and clarifies event details, contact information, food and drink order details.

• Creates menu signage and other event detail sheets for upcoming events.

• Monitors and responds to general catering inquiries via the catering inbox.

• Maintains consistent contact with customers providing exemplary service before, during, and after events. Makes proactive suggestions upon the customer’s request regarding menus and quantities for orders. Promptly responds to order update requests, communicating with the customer and updating catering tracking systems. Distributes invoices for services rendered.

• Provides clients with excellent customer service, accommodating needs and desires when possible. Maintains effective working relationships with repeat catering clients.

• Assists the Assistant Director of Dining Services with generating customer billing and routing the billing internally for processing.

• Serves as the liaison between catering FOH and BOH groups to coordinate menu and order changes.

• Submits weekly energy reports and weekly Virginia ABC reports.

• Organizes and distributes weekly event packets to FOH and BOH staff.

• Serves as a liaison between Catering, customers, and University Facilities for communication regarding event setups and tear-downs.

• As time allows, pursues and develops leads on potential external catering business. Works with Catering and Dining leadership on strategies to grow and generate external business when catering department capacity allows.

• As time allows, assists the Catering FOH team with setups, pack-outs, and the execution of major catered events.

• Other duties as assigned.

Work Schedule: This is typically a M-F position, 8:30-5:00, with occasional evening and weekend hours required as major events dictate. This 9-month position typically works from late-August through late-May.

Minimum Qualifications:

High school diploma or GED required with 1-2 years experience working in a hospitality industry environment, preferably in catering. Must be able to adhere to a flexible work schedule based on unit requirements. Must have strong communications skills and be able to communicate effectively with co-workers, management, and staff across campus. Positive attitude and a team focus are necessary qualities within this role.

Proficient computer skills including the ability to email, scan and work in MS Office Word and Excel, Workday and Catertrax programs. An aptitude for details, a good public service attitude, and an ability to work independently are required.

Application Instructions:

Review of applications will begin immediately and continue until the position is filled. Resume and cover letter are required. Upload both required documents to the Resume/CV upload section of the application. You will be asked to provide names and contact information for three professional references.

External Applicants: Application instructions for external applicants are located on the jobs.wlu.edu or here.

Current W&L Employees: Apply from your existing Workday account. Instructions are located at jobs.wlu.edu or here.

Physical Requirements:

• Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.

• Grasping: Applying pressure to an object with the fingers and palm.

• Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.

Working Conditions: The worker is not substantially exposed to adverse environmental conditions.

Types of Work: Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Position Type:

Non-Exempt, Full Time, Benefit Eligible

Minimum Pay:

$19.58 - Pay Commensurate with Experience

The university requires employees to become fully vaccinated for COVID-19 and new employees must provide proof of at least their first shot prior to the first day of employment. Boosters are required. Individuals may seek a medical or a religious exemption to the vaccination requirement.