Event Producer

Overview
Launched in 2014, Contigo Catering grew out of roots in the Contigo family ranch in Fredericksburg and Contigo Restaurant in Austin. Now our own independent company, responding to rapid growth and high demand, we are a leader in custom catering in Central Texas. From backyard gatherings to large corporate banquets, Contigo Catering has the know-how to turn any special day into a memorable celebration... served with a slice of Texas hospitality. Our events are noteworthy for their custom-crafted menus, exceptional hospitality, eye for style, seamless coordination, unique bar service, and a special catalog of package additions.

Reporting to the Director of Event Operations and working closely with Sales and Client Services Managers, Contigo Catering’s Event Producer serves as a liaison between both clients and Contigo, as well as interdepartmentally between the sales and operations teams. They are responsible for recording, communicating, and translating the details and logistics of an event to the Event Manager, ensuring the highest level of service.

The Event Producer takes on a variety of events in constantly changing settings. As such, the ideal candidate is outgoing and social, adept at keeping track of multiple simultaneous priorities and communicating proactively with each player, and is capable of having fun while maintaining a high standard of accountability at every stage of our process. We are a small, tightly knit team that enjoys good food and values good people. We are seeking a candidate with long-term potential who will feel comfortable growing with us.

Schedule
Full-time, 40 hours per week, exempt position. Hours generally fall between 10 am and 6 pm Monday-Fri, plus some weekday evenings and Saturday evenings, though exact hours vary based on event schedules. Night and weekend availability is definitely required.

Day-to-Day Ownership

This is an opportunity to impact and elevate the entire company and individual lives on a daily basis. The Event Producer’s day-to-day will reflect current events and ongoing priorities, but can generally be designated within and held accountable to the following:

Client Services: provide clients with clear and consistent communication once they have booked their event, setting expectations for the timeline leading to their event; responsibly and accurately record any changes to event details and logistics in the months leading up to an event; field and adapt to special requests while balancing the needs of the company; serve as a liaison between our headquarters and the onsite event sites and staff to ensure that all event details are successfully executed; assist with follow-up to existing clients to represent the business well and foster future business, ensure thank you notes go out to clients; help grow relationships with established and new vendors, specifically targeting planners, venunes, and corporate groups we should be working with; be a core part of the Contigo Catering team and community, well known and loved by our customers; uphold and implement our Core Values; etc.

Event Oversight: occasionally perform the role of Event Manager or assist the Onsite Event Manager as needed; for larger and more complex events you will perform on-site, day-of walkthroughs to ensure that event production is in line with plans and expectations; lead pre-shift meetings alongside Event Manager; oversee setup, quality control, and have an eye for detail; ensure clients receive a personal touch; ensure Event Manager and staff have clarity and support that they need to succeed before you depart.

Team Engagement: demonstrate mastery of our online catering software (Total Party Planner), and work to improve and standardize our processes within it; serve as TPP liaison for staff; assist with or contribute to recruitment/hiring/firing processes for sales and event staff; manage internal production (pack lists, communication with kitchen staff and event staff, rental orders) to ensure smooth flow for each event; maintain the Production Calendar, adding all due dates for client communication; lead pre-shift staff meetings at events along with Event Manager & Kitchen Lead; inform, inspire, and mentor staff to make them feel included and promote retention; etc.

Outcomes

- There are no major snags between planning and execution. Information prepared in the office and organized at our headquarters is packaged with exceptional clarity for onsite event staff, logistics flow smoothly, and questions are answered before they’re asked.

- Each and every one of our clients is satisfied. You ensured prompt and proactive communication, paid attention to everything (what they requested, and what they didn’t think of), and made sure it happened, whether assisting the Sales & Client Service Manager, doing it directly when requested, or delegating to the appropriate team member if fitting. You represented Contigo Catering well, keeping it in mind with everything you do (attire, language, details, clean-up, etc.).

- You are a versatile team player, a resource and guide, and an authority with event staff when appropriate. You maintain a close connection with the Sales & Client Services Manager as well as the Operations Manager, and they can rely on you for support and consistency. You are a reliable liaison to the on-site activities. You maintain high standards for the event time, while proactively creating team cohesion for a group that has likely never even been to our building. The team enjoys being around you and you’re a leader who doesn’t hesitate to do the dirty work.

Characteristics & Skills

Characteristic or Skill
Summary of What’s Expected

Highly Social
You are comfortable in a variety of social settings. You make sure our clients and staff don’t feel like a transaction, and instead like family. You have authority without being stuffy; fun comes with ease.

Proactive & self-motivated
You have an inherent ability to prioritize, and take action without being asked to do so and encourage others around you to become self-starters as well.

Problem Solver
You’re solution-oriented, all the time, but especially on site for events. You make it happen in ever-changing environments, and come up with creative options when others may be stumped. You have an ability to balance the focus on clients’ needs with company needs, seeing the ‘big picture.’

Team player
You anticipate the needs of your team, are able to hold people accountable without micromanaging them, and you can bridge the divide between full time and part time teams towards smooth operating.

Detail-oriented
The little things matter to you; you notice minor discrepancies, unpolished glasses, or things that aren’t quite right & resolve them without hesitation.

Finisher
You finish projects that you start and over-deliver on expectations.

Quality-focused
You don’t call a project done until it’s perfect & error-free, and strive to establish protocols to avoid repeating errors in the future.

Eye for Design
You care about how something is presented, and have a knack for table arrangements and other event aesthetics.

Hands-on doer
You have the desire & ability to roll up your sleeves and get in the trenches with event staff, leading by example.

Strong organizational skills
You’re highly organized and have a place for everything that can be interpreted and accessed by others. You’re not overwhelmed by shifting gears when needed, or keeping track of multiple tasks at once, effectively delegating as needed to get it done on time and with quality.

Excellent planner
You plan ahead on an hourly, daily, weekly, monthly, and annual basis to ensure commitments, deadlines, and goals are met whether last-minute or long-term.

Qualifications

- 3+ years of hospitality experience (restaurant, hotel, catering, florist, etc.), specifically working on events. Catering experience is helpful, but not a dealbreaker; we don’t want you stuck in old ways of another company.

- Exceptional organization, communication, and interpersonal skills; a knack for keeping multiple projects in mind, properly and consistently ensuring that key messages cascade across the team and our client base, keeping everyone in the know.

- Demonstrated sales experience and success in a relevant industry is a plus.

- Track record of leadership skills and/or team management experience, holding others accountable to goals while working alongside them, is a plus.

- Proficient in computing skills, including Google Drive, Microsoft Office, etc. Total Party Planner or other catering software experience is a plus.

- Passion for good food and drink, events that inspire, and a vision to provide Texas-style hospitality every step of the way.

- Ability to integrate into the culture of Contigo Catering and be a steward for this company, no matter where you are.

- Ability to work a flexible schedule that matches the above description, sometimes including evenings, holidays, and weekends in accordance with business demands.

Physical Requirements

- Ability to safely lift up to 50 lbs and engage in medium work, including being actively on your feet for a full shift

- Ability to type and operate necessary equipment

- Ability to withstand exposure to varying conditions of noise and sound, temperature, and environmental conditions both inside and outside

- Ability to walk amidst varying terrains and perform event inspections, climbing stairs and ramps, or occasionally stooping, kneeling, pushing, and pulling to assist with event production needs

Please note that Contigo Catering’s offices are ADA-compliant, and Contigo Catering will do its best to make accommodations for the qualified applicant with mobility limitations or other disabilities. We encourage everyone of differing abilities to apply, but while doing so, please let us know what accommodations are required in your working environment.

Contigo provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender identity, sex, national origin, age, disability, genetics, marital status, or sexual orientation. We particularly encourage individuals who identify as BIPOC and LGBTQ+ to apply.

What to Expect After Applying

- We review all applications received. If your materials spark interest, we'll send you a brief questionnaire.
- If your responses are promising, we'll send you a link to an Aptive Index Assessment. This brief 5-10 minute survey allows us to round out your submitted materials, and convene as a team to decide which candidates might be a good fit.
- If all of your materials above all seem to align and are promising, we'll invite you to an initial, 15 minute phone screening with the hiring manager.
- If the conversation proves fruitful, promising candidates will be invited to a 2nd phone screening with a member of our team.
- If this second conversation also shows alignment, promising candidates will be invited to participate in a full-length interview that lasts approximately 1-2 hours, and a final step to demonstrate your skill set.
- All candidates, whether good or bad news, will receive some form of notice regardless of which stage of the process they progress to.
- The above steps move at a pace that aligns with candidate response time, team availability, and other components. Generally speaking, we are looking to make a hire as soon as we identify the right fit. We expect to make a hire by WHEN at the latest, though details of our timeline are subject to change.

Think this job is the fit for you? We encourage you to apply! If the listing is still live, we’re still looking for the right person. We look forward to hearing from you!