Houston Food Bank
Conference & Catering Supervisor
Houston Food Bank, Houston, Texas, United States, 77246
Pay range: $55,120 - $68,900
POSITION SUMMARY:
The Conference & Catering Supervisor is responsible for supervising the Food Bank's Conference Center and Catering operations and events, including maintaining policies and procedures, the Conference Center contract processes, database tracking, promotional materials, preferred vendor list, client invoicing, vendor payment, and working with internal and external customers to coordinate room set up, A/V needs and room clean-up. This position is responsible for maintaining and advancing audio/visual components of the Conference Center. Additionally, this position will schedule and approve event and meeting requests and manage periodic weekend and evening private events. This position will also be responsible for marketing the Conference Center/Catering to appropriate audience as opportunities present themselves.
Adhere to PACT values. (Purpose: Using our strengths passionately to contribute to our mission. Accountability: Choosing to rise above one's circumstances and demonstrating ownership to achieve results. See It. Own It. Solve It. Do It. Courage: Standing up for what's right and acting. Transparency: Doing things openly and honestly).
ESSENTIAL JOB FUNCTIONS:Manages Conference Center and Catering event arrangements.Approves all event requests and manages event calendar in catering and conference center scheduling systems.Coordinates with Chefs and assists in directing Catering staff for event planning and execution, providing real-time updates to event order forms as changes are made.Ensures events are properly staffed, decorated, equipped, and set-up.Ensures compliance with all food safety and labeling regulations.Works with the Facilities department to coordinate setup and clean up for external meetings.Coordinate with IT for audio/visual for events.Sets up and arranges for invoicing.Coordinate conference center and catering email and phone communications for both internal and external clientele in accordance with HFB policy.Actively markets and promotes the Conference Center and Catering.Provides verbal and written reports as required.Maintains courteous working relationships with all HFB staff, volunteers, partners and clients and provides excellent customer service internally and externally.Attends and facilitates meetings, presentations, trainings, and other activities as required and on time.Communicates regularly and clearly with supervisor and completes tasks according to agreed-upon deadlines.Complies with and meets departmental goals and objectives.Updates monthly P & L spreadsheet.Manages Conference Center and Catering budget.Manages internal events and ensures compliance of internal policies.Develops surveys and other customer feedback systems and tracks customer feedback.Manages and updates monitors for Conference and Catering events daily.Manages and maintains inventory of event furnishings.Maintains list of preferred vendors and preferred vendor relationships.Works with Volunteer Services to recruit volunteers to provide assistance in these areas when necessary.Works with Marketing & Communications team, in conjunction with Chefs, to develop marketing materials for Conference Center.
SUPERVISORY RESPONSIBILITIES:
Manages one (1) or more direct reports by providing guidance and/or oversight to employees and/or contractors. Develops and maintains roles, responsibilities, and expectations. Practices performance management in support of employee development, and perform administrative duties associated with being a people manager. Responsibilities include interviewing, planning, assigning, directing work, and resolving problems. Responsibilities also include sponsoring and participating in and/or supporting project teams sponsored by other management team members.
QUALIFICATIONS:
Education/Experience:High School Diploma from an accredited school or general education development (GED) certificate. Associate's degree from an accredited college or university preferred3-5 years of experience in catering and event venue experience.2+ years of administrative experience2+ years of supervisory experienceWorking knowledge of commercial food service processes preferredCertificates, Licenses, and Registrations:
ServSafe Food Handler certification completed within 30 days of hireMust have reliable transportation, a valid driver's license, and insuranceSpecial Knowledge/Skills/Abilities:
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability needed. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. (For best performance, the job holder in this position would be expected to show the right knowledge, skills, and abilities in the listed areas.)
Proficient in Microsoft Office Suite, including but not limited to Excel, Word, PowerPoint, and Outlook.Knowledge of culinary termsKnowledgeable of Hazard Analysis Critical Control Point (HACCP)Critical thinking to review, assess, and implement culinary techniquesAbility to build departmental metrics and P&L reportsAbility to coordinate well with other departmentsAbility to learn new software systemsExcellent verbal and written communication skillsExcellent leadership skillsAbility to work with a diverse populationAbility to communicate complex information clearlyAbility to work on multiple projects simultaneouslyStrong problem-solving abilitiesStrong customer service skills and willingness to assist others, including the publicAttentive to detailsProficiency and comfortability with arithmeticHigh energy level, sense of initiative, flexibility, and discretion
COMPLIANCE:
Carries out responsibilities in accordance with HFB policies.
REASONING ABILITY:
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability needed. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. (For best performance, the jobholder in this position would be expected to show the right knowledge, skills, and abilities in the listed areas.)
COMPETENCIES:
Business Insight / Instills Trust / Drives Engagement / Optimizes Work Processes / Directs Work / Composure / Manages Ambiguity / Communicates Effectively / Organizational Savvy / Decision Quality / Manages Conflict / Presentation Skills
PHYSICAL REQUIREMENTS:
The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. While performing the duties of the job, the employee is required daily to analyze and interpret data, communicate, and walk around the warehouse and kitchen for a significant amount of the workday; and often access, input, and retrieve information from the computer and other productivity devices. The employee must use their hands, wrists, and fingers to grip, type, and write. The employee must frequently lift 50 pounds. The employee will need to have the average ability to hear horns, warnings, and alerts associated with a warehouse. The employee is regularly required to move about the facility.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The job is generally performed in a warehouse environment. The employee is regularly exposed to wet and/or humid conditions, areas in which moving mechanical parts, fumes, toxic or caustic chemicals are present, and outside weather conditions. The employee is exposed to loud noise levels.
TRAVEL REQUIRED:
No travel is required for this role.
This role supports hours of operations at the Houston Food Bank facilities, as necessary, and may require flexibility (e.g., times of disaster, community events, company events).
*Is legally able to work in the United States.
The foregoing statements describe the general purpose and essential job functions needed for this job and are not an exhaustive list of all responsibilities, working conditions, qualifications, and skills that may be needed.
Houston Food Bank (HFB) is an equal employment opportunity employer. We consider individuals for employment or promotion according to their skills, abilities, and experience. We believe that it is an essential part of the Company's overall commitment to attract, hire and develop a strong, talented, and diverse workforce.
HFB is committed to complying with all applicable laws prohibiting discrimination based on race, color, religious creed, age, national origin, ancestry, physical, mental or developmental disability, sex (which includes pregnancy, childbirth, breastfeeding, and medical conditions related to pregnancy), veteran status, military status, marital or registered domestic partnership status, medical condition (including cancer or genetic characteristics), genetic information, gender, gender identity, gender expression, sexual orientation, as well as any other category protected by federal, state or local laws.
POSITION SUMMARY:
The Conference & Catering Supervisor is responsible for supervising the Food Bank's Conference Center and Catering operations and events, including maintaining policies and procedures, the Conference Center contract processes, database tracking, promotional materials, preferred vendor list, client invoicing, vendor payment, and working with internal and external customers to coordinate room set up, A/V needs and room clean-up. This position is responsible for maintaining and advancing audio/visual components of the Conference Center. Additionally, this position will schedule and approve event and meeting requests and manage periodic weekend and evening private events. This position will also be responsible for marketing the Conference Center/Catering to appropriate audience as opportunities present themselves.
Adhere to PACT values. (Purpose: Using our strengths passionately to contribute to our mission. Accountability: Choosing to rise above one's circumstances and demonstrating ownership to achieve results. See It. Own It. Solve It. Do It. Courage: Standing up for what's right and acting. Transparency: Doing things openly and honestly).
ESSENTIAL JOB FUNCTIONS:Manages Conference Center and Catering event arrangements.Approves all event requests and manages event calendar in catering and conference center scheduling systems.Coordinates with Chefs and assists in directing Catering staff for event planning and execution, providing real-time updates to event order forms as changes are made.Ensures events are properly staffed, decorated, equipped, and set-up.Ensures compliance with all food safety and labeling regulations.Works with the Facilities department to coordinate setup and clean up for external meetings.Coordinate with IT for audio/visual for events.Sets up and arranges for invoicing.Coordinate conference center and catering email and phone communications for both internal and external clientele in accordance with HFB policy.Actively markets and promotes the Conference Center and Catering.Provides verbal and written reports as required.Maintains courteous working relationships with all HFB staff, volunteers, partners and clients and provides excellent customer service internally and externally.Attends and facilitates meetings, presentations, trainings, and other activities as required and on time.Communicates regularly and clearly with supervisor and completes tasks according to agreed-upon deadlines.Complies with and meets departmental goals and objectives.Updates monthly P & L spreadsheet.Manages Conference Center and Catering budget.Manages internal events and ensures compliance of internal policies.Develops surveys and other customer feedback systems and tracks customer feedback.Manages and updates monitors for Conference and Catering events daily.Manages and maintains inventory of event furnishings.Maintains list of preferred vendors and preferred vendor relationships.Works with Volunteer Services to recruit volunteers to provide assistance in these areas when necessary.Works with Marketing & Communications team, in conjunction with Chefs, to develop marketing materials for Conference Center.
SUPERVISORY RESPONSIBILITIES:
Manages one (1) or more direct reports by providing guidance and/or oversight to employees and/or contractors. Develops and maintains roles, responsibilities, and expectations. Practices performance management in support of employee development, and perform administrative duties associated with being a people manager. Responsibilities include interviewing, planning, assigning, directing work, and resolving problems. Responsibilities also include sponsoring and participating in and/or supporting project teams sponsored by other management team members.
QUALIFICATIONS:
Education/Experience:High School Diploma from an accredited school or general education development (GED) certificate. Associate's degree from an accredited college or university preferred3-5 years of experience in catering and event venue experience.2+ years of administrative experience2+ years of supervisory experienceWorking knowledge of commercial food service processes preferredCertificates, Licenses, and Registrations:
ServSafe Food Handler certification completed within 30 days of hireMust have reliable transportation, a valid driver's license, and insuranceSpecial Knowledge/Skills/Abilities:
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability needed. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. (For best performance, the job holder in this position would be expected to show the right knowledge, skills, and abilities in the listed areas.)
Proficient in Microsoft Office Suite, including but not limited to Excel, Word, PowerPoint, and Outlook.Knowledge of culinary termsKnowledgeable of Hazard Analysis Critical Control Point (HACCP)Critical thinking to review, assess, and implement culinary techniquesAbility to build departmental metrics and P&L reportsAbility to coordinate well with other departmentsAbility to learn new software systemsExcellent verbal and written communication skillsExcellent leadership skillsAbility to work with a diverse populationAbility to communicate complex information clearlyAbility to work on multiple projects simultaneouslyStrong problem-solving abilitiesStrong customer service skills and willingness to assist others, including the publicAttentive to detailsProficiency and comfortability with arithmeticHigh energy level, sense of initiative, flexibility, and discretion
COMPLIANCE:
Carries out responsibilities in accordance with HFB policies.
REASONING ABILITY:
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability needed. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. (For best performance, the jobholder in this position would be expected to show the right knowledge, skills, and abilities in the listed areas.)
COMPETENCIES:
Business Insight / Instills Trust / Drives Engagement / Optimizes Work Processes / Directs Work / Composure / Manages Ambiguity / Communicates Effectively / Organizational Savvy / Decision Quality / Manages Conflict / Presentation Skills
PHYSICAL REQUIREMENTS:
The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. While performing the duties of the job, the employee is required daily to analyze and interpret data, communicate, and walk around the warehouse and kitchen for a significant amount of the workday; and often access, input, and retrieve information from the computer and other productivity devices. The employee must use their hands, wrists, and fingers to grip, type, and write. The employee must frequently lift 50 pounds. The employee will need to have the average ability to hear horns, warnings, and alerts associated with a warehouse. The employee is regularly required to move about the facility.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The job is generally performed in a warehouse environment. The employee is regularly exposed to wet and/or humid conditions, areas in which moving mechanical parts, fumes, toxic or caustic chemicals are present, and outside weather conditions. The employee is exposed to loud noise levels.
TRAVEL REQUIRED:
No travel is required for this role.
This role supports hours of operations at the Houston Food Bank facilities, as necessary, and may require flexibility (e.g., times of disaster, community events, company events).
*Is legally able to work in the United States.
The foregoing statements describe the general purpose and essential job functions needed for this job and are not an exhaustive list of all responsibilities, working conditions, qualifications, and skills that may be needed.
Houston Food Bank (HFB) is an equal employment opportunity employer. We consider individuals for employment or promotion according to their skills, abilities, and experience. We believe that it is an essential part of the Company's overall commitment to attract, hire and develop a strong, talented, and diverse workforce.
HFB is committed to complying with all applicable laws prohibiting discrimination based on race, color, religious creed, age, national origin, ancestry, physical, mental or developmental disability, sex (which includes pregnancy, childbirth, breastfeeding, and medical conditions related to pregnancy), veteran status, military status, marital or registered domestic partnership status, medical condition (including cancer or genetic characteristics), genetic information, gender, gender identity, gender expression, sexual orientation, as well as any other category protected by federal, state or local laws.