Assistant Operations Manager - Nest Catering & Conferences

at  Alma Mater Society of UBC Vancouver

The Alma Mater Society (AMS) is the University of British Columbia’s (UBC) student society, and works to improve the academic, social and personal lives of the 56,000 UBC students at its Vancouver campus. The AMS also runs nine food and beverage outlets, a catering and conference operation, and the AMS Student Nest, providing on-campus employment opportunities and generating revenue that goes directly back into supporting the students at UBC.
Position title: Assistant Operations Manager
Department: Catering and Conferences (C&C)
Reports to: Catering and Conferences Operations Manager
Supervises: Catering and Conferences Event Leads, Associates, Delivery Drivers
Employee status: Permanent, Full-time, Salaried
Hours per week: 37.5
Compensation: $48,000.00 - $53,000.00 per annum, plus gratuities
Position Purpose
Under the guidance of the Catering and Conferences Operations Manager, the Catering and Conferences Assistant Operations Manager is responsible for assisting in overseeing both in-house/offsite catering operations, as well as conference and meeting space. This role requires a self-motivated individual with excellent leadership and organizational skills to ensure timely and professional catering service to our internal and external customers. This position will be mostly on the floor training and supporting Event Leads. They will schedule and supervise the efficient set-up and disassembly of conference and meeting rooms, trade shows, AV equipment, etc. The ideal candidate is a hands-on, experienced manager with intermediate computer skills and superior customer service. This position is responsible for the oversight and management of the Catering and Conferences Event Leads, Associates and Delivery Drivers.

Duties and Responsibilities

• On the floor training of Event Leads
• Assisting clients with all aspects of their catered event, including equipment needs, schedules, deliveries, etc.
• Providing friendly, prompt, courteous, professional service to all guests
• Responding to new booking inquiries in a timely and professional manner according to AMS guidelines if required
• Co-ordinate schedule of C&C staff for room set-ups, break-sets and reserve space in Caterease (Event Management software)
• Reviewing Caterease bookings each day to ensure successful execution of all catered events according to AMS and client standards
• Advise the C&C team of any conflicts or discrepancies of information or booked space
• Review all files received from the C&C team and ensure that all space is correctly booked in Caterease
• Adhering to all AMS policies and procedures, as well as other entity regulations such as Food Safe, Liquor Laws, etc.
• Working with the C&C Operations Manager in the preparation of annual budgets and strategies, ensuring ongoing financial success of the department in cooperation with C&C Senior Manager
• Maintaining daily, weekly and monthly records of cash reconciliation, catering summaries, costing and month-end journal entries
• Actively managing HR related responsibilities for the C&C team, with duties including but not limited to, hiring, scheduling, training, briefing, mentoring, developing, evaluating and disciplining employees (including termination)
• Exceeding and surpassing guest expectations by ensuring all orders are complete before delivery; ensuring timely deliveries and co-ordination with the catering chef food production
• Receive and review BEO and floor plans of events, as submitted by the C&C Events Coordinators
• Ensure that adequate equipment is available to service all bookings and advise C&C Events Coordinators if additional equipment is to be rented
• Attend weekly meetings with C&C Events Coordinators and Operations Manager, Senior Manager and Commissary Chefs, if required
• Complete catering assignments to Catering & Conferences associates and post BEOs, floor plans and any other required information
• Supervise and assist with set-ups, as required
• Maintain an inventory of basic supplies required to service rooms
• Maintain clean supply of all table linens and process invoices relating to laundry
• Working with the Dayforce Payroll system to schedules and manage employee punch in
• Working with the AMS mission statement and values to operate a successful department
• Other duties as required

Qualifications and Experience

• Hospitality experience is required, with a minimum of 2 years food service management experience.
• Must have a valid BC driver’s license and a drivers abstract
• Ability to perform shift work (daytime, evenings, weekends and holidays) and on call
• Minimum Food Safe level 1 certification
• Serving-It-Right certification
• Proficient in all areas of the Caterease Event Management software
• Excellent customer service skills
• Ability to lift up to 12 kg (26.4lbs)
• Intermediate computer skills with proficient knowledge of MS Office (Outlook, Word & Excel)
• Ability to work independently with minimum supervision
• Language: Required to speak, read and write English, with fluency in other languages being an asset

• On the floor training of Event Leads
• Assisting clients with all aspects of their catered event, including equipment needs, schedules, deliveries, etc.
• Providing friendly, prompt, courteous, professional service to all guests
• Responding to new booking inquiries in a timely and professional manner according to AMS guidelines if required
• Co-ordinate schedule of C&C staff for room set-ups, break-sets and reserve space in Caterease (Event Management software)
• Reviewing Caterease bookings each day to ensure successful execution of all catered events according to AMS and client standards
• Advise the C&C team of any conflicts or discrepancies of information or booked space
• Review all files received from the C&C team and ensure that all space is correctly booked in Caterease
• Adhering to all AMS policies and procedures, as well as other entity regulations such as Food Safe, Liquor Laws, etc.
• Working with the C&C Operations Manager in the preparation of annual budgets and strategies, ensuring ongoing financial success of the department in cooperation with C&C Senior Manager
• Maintaining daily, weekly and monthly records of cash reconciliation, catering summaries, costing and month-end journal entries
• Actively managing HR related responsibilities for the C&C team, with duties including but not limited to, hiring, scheduling, training, briefing, mentoring, developing, evaluating and disciplining employees (including termination)
• Exceeding and surpassing guest expectations by ensuring all orders are complete before delivery; ensuring timely deliveries and co-ordination with the catering chef food production
• Receive and review BEO and floor plans of events, as submitted by the C&C Events Coordinators
• Ensure that adequate equipment is available to service all bookings and advise C&C Events Coordinators if additional equipment is to be rented
• Attend weekly meetings with C&C Events Coordinators and Operations Manager, Senior Manager and Commissary Chefs, if required
• Complete catering assignments to Catering & Conferences associates and post BEOs, floor plans and any other required information
• Supervise and assist with set-ups, as required
• Maintain an inventory of basic supplies required to service rooms
• Maintain clean supply of all table linens and process invoices relating to laundry
• Working with the Dayforce Payroll system to schedules and manage employee punch in
• Working with the AMS mission statement and values to operate a successful department
• Other duties as require