CATERING MANAGER

Your tasks

1. Catering Operations Management

1. Plan, organise, and oversee the daily catering operations to ensure efficient food preparation, production, packing, transportation, delivery, and service.
2. Manage catering activities for corporate functions, private events, weddings, conferences, meetings, banquets, and other special occasions.
3. Coordinate catering orders, event schedules, delivery arrangements, manpower allocation, equipment requirements, and service logistics to ensure timely execution.
4. Develop and implement standard operating procedures (SOPs) to improve operational efficiency, service quality, and consistency across all catering activities.
5. Monitor catering operations to ensure that food quality, portion sizes, presentation, and service standards meet customer expectations and company requirements.
6. Coordinate with the kitchen team, service staff, drivers, suppliers, and event organisers to ensure smooth execution of catering orders and events.
7. Resolve operational issues, delivery delays, last-minute changes, and customer requirements promptly to minimise service disruptions.

2. Catering Event Planning and Coordination

1. Plan and coordinate catering arrangements according to client requirements, event themes, venue conditions, guest numbers, budgets, and service expectations.
2. Conduct site inspections where necessary to assess venue facilities, kitchen access, setup requirements, equipment needs, and logistical arrangements.
3. Prepare event schedules, manpower plans, food production timelines, delivery schedules, setup arrangements, and service plans.
4. Coordinate the setup and dismantling of buffet stations, food displays, tables, serving equipment, and other catering facilities.
5. Ensure sufficient food, beverages, serving utensils, crockery, cutlery, tableware, and other event supplies are prepared and available.
6. Supervise on-site catering operations to ensure proper setup, timely food service, professional presentation, and efficient event execution.
7. Manage changes to guest numbers, menus, event schedules, and special requests while ensuring operational feasibility and cost control.
8. Conduct post-event reviews to evaluate service performance, customer feedback, operational challenges, and areas for improvement.

3. Client Relationship and Customer Service

1. Communicate with clients to understand their catering requirements, event objectives, menu preferences, budgets, and service expectations.
2. Prepare catering proposals, quotations, menu recommendations, and service packages based on customer needs.
3. Recommend suitable menus, food selections, beverage packages, service arrangements, and event solutions to meet clients' requirements.
4. Maintain strong relationships with corporate clients, event organisers, wedding planners, venue operators, and other business partners.
5. Handle customer enquiries, feedback, complaints, and special requests professionally and ensure appropriate follow-up.
6. Confirm event details, including guest numbers, menu selections, delivery locations, service timings, dietary requirements, and payment arrangements.
7. Monitor customer satisfaction and develop strategies to encourage repeat business, referrals, and long-term client relationships.

4. Sales and Business Development

1. Develop and implement sales and business development strategies to increase catering revenue, expand the customer base, and strengthen market presence.
2. Identify new business opportunities in corporate catering, private events, weddings, institutional catering, meetings, conferences, and other market segments.
3. Source and approach potential clients, corporate accounts, event organisers, and strategic business partners to generate new catering enquiries.
4. Prepare business proposals, quotations, tender submissions, and presentations for potential catering contracts.
5. Negotiate pricing, service packages, contractual terms, and event arrangements in accordance with company policies and profitability targets.
6. Conduct market research and competitor analysis to identify customer preferences, market trends, pricing opportunities, and potential business growth areas.
7. Collaborate with the marketing team to develop catering promotions, seasonal packages, menus, and campaigns to generate sales enquiries.
8. Maintain an updated pipeline of prospective clients, quotations, confirmed orders, and follow-up activities.
9. Monitor sales performance, conversion rates, customer retention, and revenue targets, and recommend strategies to improve business performance.
10. Explore opportunities to expand catering services, introduce new menu concepts, and develop partnerships with venues and event-related businesses.

5. Menu Planning and Food Quality Control

1. Work closely with the Executive Chef and kitchen team to develop catering menus that meet client requirements, event budgets, and operational capabilities.
2. Review menu selections, portion sizes, food presentation, packaging requirements, and serving methods for different types of catering events.
3. Ensure food quality, taste, freshness, temperature, and presentation meet the company's established standards.
4. Coordinate menu tastings and food presentations for clients where required.
5. Ensure special dietary requirements, including vegetarian options and food allergies, are communicated clearly to the kitchen team and handled appropriately.
6. Monitor food production quantities to ensure sufficient portions are prepared according to confirmed guest numbers and minimise overproduction.
7. Obtain client feedback on menu selections and food quality and work with the kitchen team to implement improvements.

6. Staff Management and Supervision

1. Recruit, train, supervise, and evaluate catering coordinators, supervisors, service staff, event crew, and other relevant personnel.
2. Prepare staff schedules, assign duties, and allocate manpower according to event size, operational requirements, and service standards.
3. Conduct staff briefings before events to communicate event schedules, client requirements, menu details, service procedures, and individual responsibilities.
4. Ensure staff maintain professional appearance, proper grooming, punctuality, discipline, and appropriate customer service standards.
5. Monitor staff performance and provide coaching to improve service quality, teamwork, productivity, and operational efficiency.
6. Coordinate with the kitchen and operations teams to ensure adequate staffing for food preparation, packing, delivery, setup, service, and dismantling.
7. Manage staffing issues and arrange backup manpower when necessary to ensure uninterrupted catering operations.

7. Budgeting and Cost Control

1. Prepare and manage catering budgets, event cost estimates, sales forecasts, and operational expenditure.
2. Calculate catering costs, including food ingredients, labour, transportation, equipment rental, venue setup, packaging, and other related expenses.
3. Prepare quotations and pricing structures to ensure competitiveness while maintaining appropriate profit margins.
4. Monitor catering revenue, gross profit, operating expenses, and event profitability against established targets.
5. Control food wastage, labour costs, transport expenses, and unnecessary equipment or material usage.
6. Review actual event costs against quotations and budgets to identify cost variances and recommend corrective actions.
7. Ensure accurate documentation of quotations, purchase orders, event expenses, invoices, and other relevant records.

8. Inventory, Purchasing and Logistics

1. Coordinate with the purchasing and kitchen teams to ensure adequate supplies of food ingredients, beverages, packaging materials, and catering equipment.
2. Monitor inventory levels and ensure sufficient stock is available for confirmed events and anticipated business demand.
3. Coordinate the transportation, loading, delivery, collection, and return of food, equipment, and catering supplies.
4. Ensure catering vehicles, delivery containers, insulated food carriers, and transportation equipment are maintained in suitable condition.
5. Verify delivery schedules, quantities, packing lists, and event requirements to minimise errors and delays.
6. Maintain accurate records of catering equipment, utensils, tableware, stock movement, and returned items.
7. Coordinate with suppliers and service providers to ensure timely deliveries and reliable support for catering events.

9. Food Safety, Hygiene and Workplace Safety

1. Ensure all catering activities comply with applicable food safety legislation, hygiene requirements, workplace safety standards, and company procedures.
2. Monitor safe food preparation, storage, transportation, temperature control, and serving practices to maintain food quality and prevent contamination.
3. Ensure appropriate procedures are followed for food handling, allergen management, cross-contamination prevention, cleaning, and sanitisation.
4. Conduct inspections of food preparation areas, storage facilities, catering equipment, and event setups to ensure cleanliness and safety.
5. Ensure staff follow safe working practices when handling hot food, heavy equipment, electrical appliances, and transportation materials.
6. Maintain relevant food safety, cleaning, temperature monitoring, and operational records as required.
7. Identify potential safety risks during catering preparation and event execution and implement appropriate corrective measures.

10. Administration and Reporting

1. Maintain accurate records of customer enquiries, quotations, confirmed bookings, event schedules, contracts, invoices, and payment status.
2. Prepare regular reports on catering sales, revenue, expenses, event profitability, customer feedback, and business development activities.
3. Track confirmed and upcoming events to ensure all operational arrangements are completed within the required timelines.
4. Coordinate with finance on billing, deposits, outstanding payments, supplier invoices, and event cost reconciliation.
5. Review operational performance and recommend improvements to increase efficiency, strengthen customer relationships, and improve profitability.
6. Perform other related duties as assigned by management to support the company's catering operations and business objectives.