Catering Administrative Assistant

Description

OUR CORE PURPOSE:

As an expression of God’s love in Southwest Florida, we exist to ensure that no one experiencing hunger, homelessness or addiction is alone or without a pathway for their journey from crisis to contributor. Together with our partners and participants, we cultivate communities where people are progressively seen, accepted, challenged, and supported.

GENERAL SUMMARY

The Catering & Administrative Assistant is responsible for providing administrative support for Lulu's Kitchen catering operations while assisting with general office and operational functions. This position serves as the primary administrative contact for catering inquiries, event coordination, client communication, scheduling, invoicing, reporting, and administrative projects.

The ideal candidate is highly organized, customer-focused, detail-oriented, and capable of managing multiple priorities in a fast-paced environment. This individual supports the Catering Manager and leadership team by ensuring efficient administration of catering events, operational documentation, reporting, and daily office functions. This role requires excellent communication skills, strong organizational abilities, and a commitment to exceptional customer service.

St. Matthew’s House is a faith based 501(c)(3) charitable organization that exists to transform lives in a spiritual environment that is both compassionate and disciplined.

ESSENTIAL TASKS

• Respond promptly to catering requests and provide menus, pricing, and event information.
• Maintain catering calendars and event schedules.
• Coordinate logistics for catering events with culinary and operations teams.
• Communicate client needs, event details, dietary restrictions, and special requests to kitchen staff.
• Confirm event details with clients and ensure all orders are accurate and complete.
• Assist with post-event follow-up and customer satisfaction outreach.
• Track catering leads, bookings, revenue, and event performance metrics.
• Maintain catering files, contracts, and customer databases.
• Provide administrative support to the Catering Manager and leadership team.
• Answer and direct incoming phone calls and emails.
• Manage office correspondence and filing systems.
• Prepare reports, spreadsheets, presentations, and other business documents.
• Order and maintain office supplies and administrative inventories.
• Assist with payroll documentation, invoice processing, and expense tracking.
• Coordinate meetings, training sessions, and leadership calendars.
• Assist with data entry and reporting related to sales, catering, inventory, and operational performance.
• Support vendor communication and ordering processes.
• Assist with event planning, community outreach, and special projects.
• Coordinate volunteer schedules and communications when applicable.
• Monitor and maintain administrative processes to improve efficiency.
• Support workforce development, culinary training programs, and other organizational initiatives as needed.
• Deliver exceptional customer service to guests, clients, vendors, and community partners.
• Handle client concerns professionally and escalate issues as appropriate.
• Build positive relationships with catering clients and repeat customers.
• Serve as an ambassador for Lulu's Kitchen within the community.

Requirements

KEY QUALIFICATIONS & SKILLS

Education:

• High school diploma or equivalent required
• Associate degree in Business Administration, Hospitality, Event Management, or related field preferred.

Experience:

• Minimum 2-3 years of administrative, hospitality, catering, event coordination, or customer service experience.
• Experience supporting multiple projects and deadlines simultaneously.
• Catering coordination or restaurant administration experience preferred.

Confidentiality:

• Handles confidential and sensitive information with professionalism

Mental/Visual Demands:

• Requires normal mental alertness and visual acuity

Physical Demands:

• Ability to sit, stand, and walk for extended periods.
• Frequent use of computers, phones, and office equipment.
• Ability to occasionally lift and carry up to 25 pounds.
• Ability to assist with event setup and administrative support activities.

Working Conditions:

• Office environment with frequent interaction in restaurant and catering operations.
• Occasional attendance at catering events and community functions.
• May require occasional evening or weekend hours based on catering schedules and special events.
• Frequent interaction with guests, clients, employees, and vendors.

Soft Skills:

• Excellent written and verbal communication skills.
• Strong organizational and time management skills.
• High attention to detail and accuracy.
• Ability to prioritize tasks and work independently.
• Professional and customer-focused demeanor.
• Strong problem-solving abilities.
• Ability to maintain confidentiality.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with POS, catering, scheduling, or CRM software preferred.
• Must have a Valid Florida Driver’s License. Must pass MVR.