Job Description

Staff - Union

Job Category BCGEU Okanagan Support Staff

Job Profile BCGEU OK Salaried - Support Services Assistant II

Job Title Catering Coordinator

Department UBCO | Front of House | Food Services

Compensation Range $4,558.00 - $5,228.00 CAD Monthly

Posting End Date September 20, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date Sept 21, 2023

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary
Under the direction of the Manager, Residence Dining and Manager, Food Services Retail, this position promotes and sells Scholar\xe2\x80\x99s Catering services. Moreover, this position plans, coordinates, and executes Scholar\xe2\x80\x99s catered events in addition to supervising catering staff. This position is also responsible for the scheduling and coordination of Food Trucks on campus.

Organizational Status
Reporting to the Manager, Residence Dining and Manager, Food Services Retail, this position works closely with the culinary team as well as staff, faculty, students, and all other customers on campus.

Work Performed

• Meets with potential customers and existing customer base to introduce and provide awareness of Scholar\xe2\x80\x99s Catering services. Has follow-up meetings as required.
• Facilitates room booking of Food Services\xe2\x80\x99 catering spaces, including requests for space, booking required services, and notifying the liquor board when necessary.
• Advises customers on appropriate menu options, sequence of service, and budget alternatives.
• Prepares catering contracts and invoices for clients with proprietary software program. Provides support for payment requirements.
• Orders related rental equipment, suggests staff requirements for each event and prepares floor plans, table set-ups and buffet layouts.
• Provides day-to-day guidance and supervision to Food Services Catering employees. Ensures employees meet Scholar\xe2\x80\x99s Catering customer service standards.
• Supervises and participates in set-up, service, and tear down of events.
• Provides on the job training and guidance to Food Services Catering employees, ensures an understanding of the material covered and recommends training requirements to the Managers.
• Ensures the quality of service and product is up to department standards. Takes action with production or service and makes recommendations as required.
• Suggests menu alternatives as necessary.
• Participates in related day-to-day office administrative duties, including but not limited to answering telephones, record keeping, filing, performing basic calculations, typing correspondence and inventory.
• Collaborates with Manager, Marketing and Communications to promote Scholar\xe2\x80\x99s Catering products, services, and specials via brochures, point-of-sale materials, website, and posters. Circulates advertising materials and coordinates promotional mail outs to customer base as required.
• Arranges for feedback from client on events and follows up on customer complaints and concerns and escalates those to Managers as necessary.
• Monitors and ensures safety standards are adhered to at all times.
• Coordinates Food Trucks on campus, including building weekly schedule, tracking attendance, and collecting payment.
• Acts as the liaison between the Food Trucks and campus departments for event requests.
• Performing other related tasks.

Consequence of Error/Judgement
This position reports to Manager, Residence Dining and Manager, Food Services Retail. Inaccurate judgment could impact the credibility of the department and could have a direct result on sales. Poor decisions as a supervisor could result in poor quality of food and service with an impact on sales of an ancillary department.

Supervision Received
This position works independently and reports to the Manager, Residence Dining and Manager, Food Services Retail.

Supervision Given
Provides day-to-day guidance and supervision to food service workers. Monitors workload, delegates tasks, provides feedback on staff performance.

Minimum Qualifications
- Willingness to respect diverse perspectives, including perspectives in conflict with one\xe2\x80\x99s own

- Demonstrates a commitment to enhancing one\xe2\x80\x99s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Grade 12 or equivalent, Food Safe Level 1 Certificate, and Serving it Right Certificate.
• Minimum five years of related experience or an equivalent combination of education and experience.
• Experience supervising others in a similar setting is required.
• Strong leadership skills, with the ability to coach and mentor others
• Proven ability to train and supervise staff in a food services or similar setting
• Ability to work flexible hours, including evenings and weekends as required
• Demonstrated customer service skills with ability to deal tactfully and diplomatically with internal and external contacts
• Demonstrated problem solving skills and ability to deal with difficult situations and conflict in a clear and professional matter
• Demonstrated listening, time-management, and communication skills
• Shown passion for customer experience and product quality; detail-oriented
• Demonstrated organizational skills, with a demonstrated ability to handle a high volume of work with a calm demeanor during peak periods; ability to multitask
• Ability to work effectively both independently and as part of a team with an aptitude for working in a collegial and collaborative environment
• Ability to handle confidential and sensitive information
• Ability to maintain location in a safe and sanitary manner
• Ability to lift 30+ LBS safely
• Must be able to work on your feet for 8+ hours
• Computer experience required; must have proficiency in Intermediate to advanced level of Word, PowerPoint and Outlook and Intermediate level of Excel

Must be familiar with inventory management software.

University of British Columbia