Culinary Event Coordinator

We are seeking a detail-oriented, enthusiastic and proactive Culinary Event Coordinator to assist in the operations and execution of Haute Chefs LA catering and event production.

The Culinary Event Coordinator is the first point of contact with potential event clients and is responsible for client intake, accurately assessing event needs and handling all administrative tasks with bookings. The Culinary Event Coordinator is largely responsible for sending menu proposals, accurate quotes, catering agreements, and managing all event call sheets among other similar tasks in a very fast-paced and creative office environment. This role requires the ability to pivot seamlessly between tasks, manage multiple event details meticulously and communicate with high level clients hospitably and professionally. 

KEY RESPONSIBILITIES:

• The Culinary Event Coordinator will report directly to the Producer, Culinary Events & Head of Marketing at Haute Chefs LA.
•  Plan, schedule, and manage event and catering staffing, including scheduling and coordination, with our roster of in-house staff & 3rd party agencies. Book and manage chefs, servers, and event captains.
• Support initial catering lead responses, respond in a timely manner and direct inquiries to the appropriate parties. Answer and direct phone calls to appropriate parties. Maintain excellent and professional communication with clients & internal stakeholders, emailing on behalf of the company with a focus on white-glove customer service. 
• Project manage F&B proposals; Support events team in creating menus, generating accurate Food & Beverage (“F&B”) quotes, and managing multiple proposals simultaneously and ensuring all details are handled with precision and white-glove customer service.
• Create and manage agreements with clients and ensure they are executed in a timely manner. Create and manage invoices, track payment schedules, ensure deadlines are met. 
• Support in the planning and execution of events, ensuring all details are handled and communicated proactively and with precision. Liaise with vendors, clients, and internal teams to ensure event requirements are met. 
• Collect COIs and any other event requirements in a timely manner.
• Support event logistics, troubleshoot issues, and ensure everything runs smoothly.
• Manage calendars, schedule appointments and coordinate internal meetings, distributing notes and action items with appropriate parties.
• Handle sensitive and confidential information with discretion.
• Create Banquet Event Orders (“BEO”) and distribute to all company departments in a timely manner.
• Ensure all production and catering supplies are prepared and accounted for.

WHAT YOU WILL BRING TO THE ROLE:

• Hospitality, culinary, event production experience is strongly preferred. Administrative experience is a big plus. 
• Ideal candidate is food culture savvy, authentically has an enjoyment of the ‘food world’, appreciates culinary environments.
• Ability to manage multiple projects; manage team calendars and scheduling.
• Excellent interpersonal skills and a team player attitude. We never say “that’s not my job”; the ideal candidate will have a willingness to jump on whatever needs to be done. 
• Proven ability to manage multiple projects simultaneously and with accuracy, adhering to deadlines and budgets. 
• Exceptional verbal and written communication skills. Possess ability to draft professional emails and proofread documents for accuracy, grammar & punctuation.
• Exceptional customer service skills. The ideal candidate likes talking to clients!
• Project management skills: a keen ability to plan proactively to stay ahead of schedule, anticipating needs and addressing appropriately. 
• Extremely detail-oriented & organized.
• Ability to juggle multiple requests from clients and colleagues and prioritize tasks appropriately. 
• Exhibit grace under pressure, comfortable with change. Ability to collaborate and problem-solve in fast-paced, fluid environments. 

REQUIREMENTS:

• 2-5 years minimum experience working in a professional office environment in an administrative role. 
• Minimum Education of Associates Degree; Bachelor of Arts degree preferred.
• MUST be highly proficient in Gsuite for Business: Gmail, Google Sheets, Google Docs & Calendar
• MUST be highly proficient in Mac OS
• MUST be highly proficient in Microsoft Word, Powerpoint
• MUST be proficient in MS Excel (MUST be able to understand and do simple formulas & format spreadsheets)   
• MUST exhibit excellent written & verbal communication skills with the ability to communicate clearly in a warm, professional manner.
• Ability to complete tasks in a busy office environment with frequent interruptions and phone calls. 
• THIS IS AN ONSITE ROLE. MUST be available to work on site at our office from 9 am - 5 pm, Monday through Friday. May be asked to work some holidays and weekends. 

PREFERRED QUALIFICATIONS

The following are extremely helpful to have in this role:

• An innate interest and desire to learn about the culinary world 
• Previous executive assistant experience
• Knowledge of Xero (or similar) and Docusign (or similar electronic signature platforms)
• Knowledge of staff scheduling applications such as Nowsta or RoostedHR

HAUTE CHEFS LA

Haute Chefs LA is a single resource for bespoke culinary experiences, thoughtful hospitality and custom event curation centered around the love of all things food. 

We think of ourselves as a small company with bigger than life clients. We are a creative team in a very open, fast-paced, bustling work environment. We have multiple catering focuses including on-site live events, drop-off catering and production catering.

We live to exist where the art of food, wine and culture of the table intersect – all topped off with impeccable service.