Job Summary:
The Catering Administrator is a truly vital support role within our fast-paced catering division. You'll be responsible for the efficient and accurate administration of all catering orders, inquiries, and critical logistics, ensuring everything runs like clockwork. This role demands exceptional organisational flair, meticulous attention to detail, robust communication abilities, and a proactive, can-do approach to problem-solving – true South African grit! You'll be the primary administrative point of contact for our catering clients, playing a crucial role in ensuring that every catering event, from the initial "hello" to the final delicious delivery, is executed flawlessly and exceeds expectations.
Key Responsibilities:
* Order Management & Precision:
- Process all incoming catering inquiries and orders received via phone, email, and our online platforms with speed and accuracy.
- Generate professional and precise quotes, invoices, and contracts using our internal systems.
- Maintain a detailed and up-to-date catering order database, ensuring all client information and order specifications are precise – no stone left unturned!
- Collaborate closely with our talented kitchen and production teams to ensure timely preparation and availability of all catering items, upholding Lucky Bread Company's renowned quality.
Exceptional Client Communication:
- Serve as the primary administrative contact for our catering clients, providing quintessentially South African warm and professional customer service. Answer queries, provide solutions, and resolve any issues promptly and with a smile.
- Proactively follow up on pending orders, quotes, and gather valuable client feedback to continuously improve our service.
- Assist clients with menu selection, accommodating dietary requirements, and advising on event logistics, offering creative solutions and identifying upsell opportunities where appropriate.
Logistics & Seamless Coordination:
- Skillfully schedule and coordinate catering deliveries and pickups across Pretoria, and surrounding areas, optimising routes and liaising efficiently with our dedicated logistics team and drivers.
- Prepare comprehensive delivery manifests and ensure all necessary equipment, packaging, and delightful extras are meticulously allocated for each order.
- Coordinate with the F&B team regarding staffing requirements for larger events, ensuring we're always prepared.
Diligent Financial Administration:
- Assist with tracking payments, managing deposits, and accurately reconciling catering accounts.
- Generate insightful weekly/monthly catering reports on sales, client feedback, and key operational metrics.
- Manage petty cash and expense claims specifically related to catering administration.
Documentation & Insightful Reporting:
- Maintain organised digital and physical files for all catering documentation, including up-to-date menus, price lists, client contracts, and essential health & safety records.
- Prepare regular reports on catering performance, identifying emerging trends and pinpointing areas for continuous improvement.
- Assist in the development and update of our catering Standard Operating Procedures (SOPs), ensuring best practices.
Collaborative Support & Teamwork:
- Work hand-in-hand with the Kitchen Manager and other departmental heads to ensure seamless inter-departmental communication and operational efficiency.
- Provide essential administrative support for catering marketing initiatives and exciting promotional activities.
- Assist with any ad-hoc administrative tasks as required to enthusiastically support the thriving catering division.
Requirements:
- A Diploma or Degree in Hospitality Management, Business Administration, or a related field would be a distinct advantage.
- A minimum of 2-3 years of proven administrative experience, preferably within a bustling hospitality, catering, events, or food service environment in South Africa.
- Familiarity with order processing systems and CRM software is a definite plus.
Skills & Competencies:
- Exceptional Organisational Prowess: Ability to multitask effectively, prioritise tasks, and manage a high volume of work accurately, even when things get busy.
- Keen Attention to Detail: Meticulous in record-keeping and ensuring absolute order accuracy.
- Outstanding Communication: Fluent in English (written and verbal) is a must. Proficiency in other South African official languages would be a strong advantage. Professional phone etiquette and clear, concise email communication skills are essential.
- Genuine Customer Service Orientation: A true passion for delivering outstanding client experiences, embodying the warmth of South African hospitality.
- Computer Literacy: Highly proficient in MS Office Suite (Word, Excel, Outlook). Experience with catering management software or POS systems is a significant advantage.
- Proactive & Resourceful Problem Solver: Ability to anticipate client needs, identify potential operational issues, and implement effective solutions independently.
- Dedicated Team Player: Thrives in a collaborative, fast-paced team environment.
- Adaptability: Willingness to adapt to changing priorities and embrace new challenges with a positive attitude.
- Excellent Time Management: Superb ability to manage time effectively and consistently meet deadlines.
- Personal Attributes: Reliable, professional, punctual, and possesses a positive, 'lekker' can-do attitude that fits right in with the Lucky Bread spirit.
Why Join the Lucky Bread Co Family?
At Lucky Bread Company, you'll be part of a vibrant and passionate team deeply committed to culinary excellence and delivering genuine customer satisfaction. We offer a supportive and engaging work environment, fantastic opportunities for professional growth and the chance to contribute significantly to a rapidly expanding and much-loved South African brand. If you're ready to make your mark, we'd love to hear from you!
Send CV and contactable references to [email protected]
Job Type: Full-time
Work Location: In person
Application Deadline: 2025/07/05
