Event Coordinator

JOB SUMMARY


The Bear's Smokehouse Events Department manages public and private events, including pickups, deliveries, in-house events, off-site catering, food trucks, and partnerships with off-site venues. The Event Coordinator is responsible for providing office support, such as answering phones, assisting customers with catering needs, developing quotes, finalizing orders, responding to inquiries, and performing clerical tasks like data entry and word processing. In addition, Event Coordinators are required to make deliveries and work events as needed.

PRIMARY RESPONSIBILITIES

Administrative

• Develop a comprehensive understanding of all administrative systems (Restaurant365, Connecteam, Toast, Caterzen) and their functions, including inventory management, vendor ordering, and invoice processing.
• Answer phones, take messages, and provide information on Bear's Smokehouse catering and event services. Respond to catering inquiries, create menus, and provide quotes tailored to customer needs. Maintain a log of all inquiries.
• Manage and update tracking sheets, records, and documents related to the events department.
• Demonstrate in-depth menu knowledge to suggest items, upsell options, and offer customized menu solutions when needed.
• Prepare quotes and serve as the primary point of contact for customers from initial inquiry to event execution.
• Process payments and track deposits made by check or credit card.
• Assist Bear's locations in scheduling in-house events, wedding tastings, and other staff or company events.
• Support the organization and preparation of Bear's Holiday Catering orders.
• Ensure clear and consistent communication with store locations
• Review orders with stores in advance for peak days to ensure accuracy.
• Follow up with customers for feedback and provide exceptional service.
• Provide support for full-service events or deliveries as needed.
• Accurately input orders into POS, handle payments, and process credit card transactions as needed.
• Engage with guests in a friendly, professional manner, ensuring a positive experience, even in busy or crowded situations.
• Collaborate with team members to ensure order accuracy and customer satisfaction.
• Attend team meetings and training sessions.
• Communicate effectively with department leadership in a timely manner.
• Run routine errands for the department, such as delivering supplies to Bear's locations.
• Perform additional duties as required by the department.

Event Execution

• Act as the on-site lead for VIP and large-scale events, ensuring smooth operations and client satisfaction.
• Monitor staff performance during events, addressing any issues and ensuring adherence to company standards.
• Support events as needed, including setup, service, and breakdown.

OTHER RESPONSIBILITIES

• Adhere to and continuously update the event department's operational calendar to ensure completion of all required tasks in accordance with company deadlines.
• Follow all documented workflows, processes, and procedures related to the position and/or department, ensuring they are maintained in the company's operations manual, and continuously update them as changes occur.

WORK SCHEDULE

This role typically follows standard office hours, requiring up to 40 hours per week, depending on workload. Weekends are required. Flexibility is essential, as the position is determined by the needs of the business and is adjusted weekly to accommodate upcoming events requiring the position's presence, including evenings and holidays. Additionally, the role requires participation in large company events outside regular office hours, contributing to "all hands on deck" efforts to ensure successful execution. This position requires full-time onsite presence at the office. Remote work options are not available for this role.

SKILLS REQUIRED

Administrative

• High School Diploma or equivalent.
• Catering and/or food handling experience in a restaurant environment preferred.
• Proven ability to engage with clients professionally and provide outstanding service.
• Highly detail-oriented with a focus on accuracy and precision in all tasks.
• Ability to follow specific instructions and established procedures with a high level of understanding.
• Skilled in operating standard office equipment, including phones, copiers, and fax machines.
• Experienced in managing front-desk duties, including answering calls, greeting clients, and providing support.
• In-depth understanding of catering and event operations, with a focus on delivering exceptional client experiences.
• Proficient in Microsoft Excel, Word, Google Docs, and capable of quickly learning new software and systems.
• Strong understanding of business mathematics and accounting principles, with the ability to make data-driven decisions and analyze financial information effectively.

Event Execution

• Ability to provide outstanding customer service and create a positive guest experience, even in high-pressure or fast-paced environments.
• Strong interpersonal and communication skills to interact professionally with guests, including VIPs, and address their needs effectively.
• Capability to work independently while leading and coordinating the event team to ensure smooth operations.
• Proactive problem-solving skills to handle unexpected challenges during events.
• Strong organizational skills to manage multiple tasks, including food preparation, order accuracy, and on-site event setup.
• Efficient time management to ensure timely preparation, delivery, and execution of events.
• Familiarity with menu items and the ability to explain and recommend dishes confidently to guests.
• Understanding of food safety and handling practices to maintain quality standards.
• Competence in handling cash and processing credit card transactions accurately.
• Experience with inventory tracking, waste logs, and daily event reporting.
• Proficiency in driving company vehicles, including food trucks, and adhering to safety standards.
• Ability to maintain composure and professionalism in high-visibility or high-pressure situations.
• Keen attention to detail to ensure order accuracy, cleanliness, and adherence to company
• Strong teamwork skills to collaborate effectively with event staff and managers.
• Ability to delegate tasks and support team members to achieve event goals.

CERTIFICATIONS/TRAINING REQUIRED

• Successful completion of company training program, including mandatory sexual harassment training within 8 weeks of start date.
• ServSafe certification - must have or obtain within 8 weeks of start date and maintain certification throughout the course of employment.
• TIPS alcohol certification - must have or obtain within 8 weeks of start date and maintain certification throughout the course of employment.

DRIVING REQUIRED

• Valid driver's license and reliable transportation to attend off-site meetings and drive company vehicles as needed.
• Proof of personal insurance that meets company requirements.
• Clear motor vehicle record (MVR) check.
• Comply with company policies regarding safe driving practices and maintain a clean driving record throughout the duration of employment.
• Ability to safely operate company vehicles, including large vans, box trucks, food trucks, and combination truck/trailer units.

PHYSICAL REQUIREMENTS

• Prolonged periods of sitting at a desk and working on a computer.
• Frequent use of hands and fingers for typing, handling documents, and preparing event materials.
• Strong visual acuity for reading and analyzing data on computer screens, event layouts, or printed documents.
• Ability to stand, walk, and remain on your feet for extended periods (up to 8+ hours) during events.
• Capacity to perform repetitive tasks, such as serving food and beverages or clearing tables, throughout the shift.
• Ability to lift, carry, and transport items weighing up to 50 pounds, such as food, trays, tables, chairs, and other catering equipment.
• Comfortable maneuvering and carrying heavy trays of food and beverages safely.
• Frequent bending, stooping, and reaching to set up and clear tables, arrange event spaces, and access supplies or equipment.
• Strong hand-eye coordination for carrying trays, and serving guests efficiently and safely.
• Ability to navigate crowded or confined spaces quickly and efficiently without disrupting guests or the event flow.
• Comfortable working indoors or outdoors in various weather conditions, depending on the event location.
• Ability to adapt to fluctuating temperatures in kitchens, serving areas, or outdoor venues.
• Ability to maintain clear and professional communication while performing physical tasks, ensuring guest needs are met promptly.
• Sharp hearing acuity to communicate and respond effectively in loud environments with significant background noise, typical of restaurant and event settings.
• Withstand exposure to possible food allergens including but not limited to; meats, fish, nuts, dairy, and oils.
• Withstand exposure to and work with cleaning chemicals.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by the


individuals assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of individuals in this position. This position description is subject to change by the Company as the needs and requirements of the position change.