Catering Administrative Assistant

dnata is one of the world’s largest air services providers. Established in 1959, the company ensures the aviation industry operates smoothly and efficiently in 127 airports. Offering ground handling, cargo, travel, and flight catering services in 35 countries across six continents, dnata is a trusted partner for over 300 airline customers around the world. Each day, the company handles over 1,900 flights, moves over 8,500 tons of cargo, books over 16,000 hotel stays, and uplifts over 320,000 meals. What We Offer Comprehensive Benefits Package: Full-time employees are eligible for 401(k) and healthcare benefits including Medical, Dental & Vision Complimentary Daily Meals: Enjoy FREE breakfast, lunch, and dinner during your shift Our Mission To be the word's most admired air and travel provider Our Core Values We Are Safe We Are Future Thinkers We Play To Win We Respect Everyone and Work As A Team POSITION SUMMARY As a VIP Inflight Catering Administrator for dnata Catering, you will play a crucial role in ensuring the smooth and seamless operation of catering services for VIP and high-profile clients. Your primary responsibility will be to provide administrative support and coordination to the VIP Inflight Catering department. Coordination: You will be responsible for coordinating and managing all aspects of catering services for VIP clients, including menu planning, ordering, and scheduling. You will liaise with various stakeholders, including flight crews, chefs, suppliers, and clients, to ensure timely and accurate delivery of catering services. EDUCATION High school diploma with six plus years of progressive customer service experience ESSENTIAL FUNCTIONS AND RESPONSIBILITIES Receiving and confirming catering orders over the email or phone from customers in an accurate and timely manner. Act as the main point of contact between the catering service (own or outsourced) and VIP clients, addressing inquiries and customizing orders based on preferences. Work closely with clients, if necessary, to tailor menus to their specific preferences and dietary requirements Collaborate with the culinary team to relay client preferences and ensure seamless execution of catering services. Coordinate delivery logistics, including timing, location, and special arrangements for VIP private flights. Promptly address and resolve any issues or concerns raised by VIP clients to maintain a positive and exclusive service experience. Keeping track and updating of orders in an Excel spreadsheet – Order Logs Placing restaurant or shopping orders and coordinating pickups and deliveries Effectively communicating order information with management and kitchen staff in a timely and professional manner. Inputting the catering orders into the QuickBooks system accurately and efficiently. Following up with customers, vendors and Dnata units & ensuring all needs are met. You Will Comply with all HACCP/GMP and dnata catering sanitation and proper food handling policies and procedures. Check all meals to ensure accuracy of menu specifications and meal counts. Constantly on the move in an out of the office and on an aircraft. You must be able to lift up to 30 lbs., and stand for long periods of time, constantly bends, and squats. External Relationships Coordinating with airline clients and ensuring efficient delivery logistics. Communication and Process Excellent communication skills, including conflict management and resolution, with a track record in customer service. NONESSENTIAL FUNCTIONS Other duties as assigned. QUALIFICATIONS Experience in customer service with a high volume of customer inquiries Knowledge in Microsoft Outlook, Excel, and Word Knowledge of QuickBooks accounting program helpful Detail oriented, motivated, and committed to excellent job performance Capacity to identify and resolve customer requests and problems promptly. Efficient handling of tasks and prioritizing customer needs Flexibility to adjust to changing procedures and customer demands. Managing multiple tasks simultaneously without compromising quality Catering or airline service knowledge a plus Schedule flexibility is a must – Able to work nights, weekends, and holidays. Able to effectively communicate both verbal and written. Able to work under pressure with tight deadlines. Able to prioritize depending on the urgency of the orders. English is a must; bilingual is a plus. While performing the essential functions of this job, the employee is continuously asked to multi-task under time limits. Position requires constant attention to precise details and accuracy of specified standards including following simple to complex (more than 3 steps) instructions, and concentration which frequently extends beyond 30 minutes at a time. This position also requires constant attendance and punctuality - Is consistently at work and on time. Follows instructions, responds to management direction; Takes responsibility for own actions; Completes tasks on time or notifies appropriate person with an alternate plan. Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly. While performing the duties of this job, the employee is regularly required to stand, walk; reach with hands and arms and stoop, kneel, or crouch. The employee must regularly lift and /or move up to 30 pounds. Safety and Security - Observes safety and security procedures; Reports potentially unsafe conditions; Use equipment and materials properly. Work environment While performing the duties of this job, the employee is regularly exposed to extreme cold/heat (weather), heights and loud noise (earplugs must be worn while on the Ramp) We believe that diversity and inclusion are fundamental to creating a strong workplace and community. At dnata, we’re proud that our workforce is as diverse as the customers we serve. And we’re committed to nurturing your talent with mentoring, volunteer and professional development opportunities. We welcome everyone. Our employee resource groups are one of the many ways we champion diversity and inclusion at dnata. not eligible for employment visa sponsorship . Applicants must be legally authorized to work in the United States at the time of application and throughout their employment without current or future sponsorship from dnata Catering USA. Notice Regarding Background Checks (State Law Disclosures) dnata Catering may obtain consumer reports and/or investigative consumer reports about applicants or employees for employment purposes, in accordance with the Fair Credit Reporting Act (15 U.S.C. § 1681 et seq.) and applicable state laws. California: Pursuant to the California Investigative Consumer Reporting Agencies Act (Cal. Civ. Code § 1786 et seq.), dnata Catering may obtain an investigative consumer report that may include information regarding your character, general reputation, personal characteristics, or mode of living. You have the right to request a copy of any report obtained. New York: In accordance with Article 23-A of the New York Correction Law and the New York Human Rights Law, background checks will be conducted only as permitted by law, and any employment decision based on criminal history will follow required legal standards and notice requirements. Massachusetts: Pursuant to the Massachusetts Consumer Reporting Act (M.G.L. c. 93, § 52 et seq.) and the Massachusetts CORI statute (M.G.L. c. 6, § 172), dnata Catering may obtain a consumer report or criminal offender record information for employment purposes, consistent with state law. Applicants may request a copy of any report obtained. New Jersey: In accordance with the New Jersey Opportunity to Compete Act (N.J.S.A. 34:6B-11 et seq.) and applicable consumer reporting laws, background checks will be conducted only as permitted by law, and applicants will receive required notices and rights regarding any consumer report obtained. Texas: Background checks may be conducted in accordance with applicable Texas law and the Fair Credit Reporting Act. Applicants will receive required disclosures and authorizations prior to any consumer report being obtained. Tennessee: Background checks may be conducted in accordance with applicable Tennessee law and the Fair Credit Reporting Act. Applicants will receive required disclosures and authorizations prior to any consumer report being obtained. #J-18808-Ljbffr