Catering & Event Operations Manager

SSA Group at Pittsburgh Zoo & Aquarium is looking for a talented Catering & Events Operations Manager to join our team!

All applications should be submitted within 7-days following posting of the job; applications will be prioritized based upon time submitted and may not be reviewed beyond this time. The employer reserves the right to shorten or expand this timeframe as necessary to the job scope.

WHO ARE WE

For more than 50 years, SSA has partnered with cultural attractions to design the hospitality experience journey, freeing our partners to remain mission-focused. We bring together admissions, culinary, and retail with innovation and human connection to shape a seamless guest journey. Our focus is on people, innovation, and operational intelligence as a means to create special moments with lasting impact. We call it 452 Hospitality, the foundation of how we serve our partners and their communities.

JOB SUMMARY

The Catering & Event Operations Manager is responsible for supporting the Event/Catering Sales and Culinary teams by leading the catering logistics planning, coordination, execution, and quality control of events. This role involves advanced knowledge of client relationships, event logistics, and delivering customer satisfaction. This position is ultimately responsible for the delivery of seamless and memorable events.

QUALIFICATIONS

Job Requirements

• Strong interpersonal and communication skills across all levels of an organization.
• Advanced leadership skills with an understanding of the importance of team building/development, while fostering partnerships.
• Exceptional problem solving/decision making skills combined with the ability to be organized.
• Demonstrates financial management, analytical, and planning skills.
• Demonstrates the ability to remain flexible in a fast-paced environment.
• Computer knowledge and skill level for basic office functions.
• Physical ability to stand for extended periods and to move and handle boxes (35lbs) as necessary to operation, which entails lifting, and perform all functions as set forth above.
• (Outdoor Venues Only): Must be comfortable working in an outdoor environment, including exposure to the elements.
• Ability to work varied hours/days, including nights, weekends and holidays, as needed.

Previous Experience

• Minimum 4 years catering operations and/or event planning management in off-site catering, hotel or cultural attraction catering venue preferred.
• A minimum of 4 years of experience is required for this position; however, candidates with 6 or more years of experience will be given stronger consideration.
• Working knowledge of Tripleseat is a plus.
• All education backgrounds eligible, must be 18 or older.

KEY RESPONSIBILITIES

Event Planning & Execution

• Develop and implement detailed plans for catering events, including event orders, pull sheets, execution timelines, staffing schedules, visual appeal and logistics layouts.
• Coordinate with sales representatives to understand event requirements and ensure all details are accurately captured and executed.
• Oversee the setup, execution, and breakdown of events, ensuring all aspects run smoothly and efficiently.
• Ensure all equipment, supplies, and materials are available and in good working condition for events.
• Walk event spaces with Sales Team before events to ensure everything is in working order and address any issues promptly.
• Communicate and collaborate effectively with the Sales Team, Culinary Team, and other departments involved in events, developing and implementing new strategies and procedures where necessary to ensure events are executed flawlessly.
• Attend weekly BEO meetings to review all upcoming events, addressing concerns and needs to each event.
• Distribute Operations Plan revisions to key stakeholders when necessary.
• Advise Sales Team on any outstanding balances due post event.
• Collaborate with Sales Team on floor plans and event flow.
• Coordinate the need of cross-utilized products/equipment.
• Create eye-catching and innovative F&B displays in collaboration with the Culinary Team.
• Oversee quality, product levels, and inventory of Catering products.
• Facilitate the maintenance and repairs of Catering equipment as necessary.

Client Relationship Management

• Maintain strong, positive relationships with internal and external clients to ensure repeat business and client satisfaction.
• Conduct pre-event meetings with internal stakeholders to finalize details and post-event follow-ups to gather feedback and foster continued development.
• Work closely with clients to provide tailored solutions and address any concerns promptly.
• Act as client day-of contact for catering services.

Vendor and Resource Management

• Maintain communication with vendors to ensure timely delivery of goods and services.
• Negotiate pricing and contracts with vendors to optimize costs and quality.
• Uphold an active list of resources for client and internal operational use.

Operational Excellence

• Ensure compliance with local, state, and federal laws.
• Maintain a clean, safe, and organized work environment.
• Uphold and demonstrate a complete understanding of company policies and procedures.

Financial Management

• Develop, meet, and exceed monthly and annual catering operations budgets and plans.
• Analyze operational costs and inventory to maximize opportunities and minimize waste.
• Review all invoices, bills, and accounting-related documents for accuracy and communicate necessary changes to Accounts Payable.
• Minimize controllable costs, including payroll and equipment rental, associated with the operation and strategize on revenue avenues.

Reporting and Analysis

• Report weekly and monthly operational performance to appropriate stakeholders.
• Analyze event performance data to identify trends, opportunities, and areas for improvement.
• Responsible for budgeting, forecasting and cost control (e.g., labor costs, food costs and profitability).

Social Responsibility

• Promote an inclusive and supportive approach within the unit.
• Leads by example through Sustainability/Conservation efforts; displays knowledge of efforts in business application.
• Engages with SSA/Unit in driving community effort through engagement activities and focus on opportunities of giving back.

Team Management – Where Applicable

• Hire, recruit, and integrate new team members.
• Schedule appropriate staff levels in accordance with business level and budget.
• Approve weekly timesheets.
• Supervise assigned personnel, evaluate performance, and provide coaching and development.
• Develop and implement training programs to motivate and mentor employees.
• Focuses on removing barriers and empowering growth and opportunity for team members at all levels.

Offsite Sales Support

• In certain locations, sales efforts are supported by offsite sales teams. In these locations the position will also be responsible for:
• Partnering with location or area sales team on site visits and communicating client needs to Area Sales team post meeting.
• Conduct tastings for potential clients.
• Participating in client hand-off meetings to ensure proper event execution.
• Leading weekly BEO meetings.
• Managing approval and distribution of information on all internal events, including collecting funds for all services rendered.
• Communicating day of add-ons to Area Sales Team for proper recording and collection.
• Works with District Manager of Sales to support onsite coordinators with sales responsibilities, where applicable.
• Manages and maintains partner relationship, including leading gala and fundraising responsibilities.

Other Responsibilities

Perform other tasks as deemed necessary. This is by no means an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with this job description. SSA Group reserves the right to revise the job description or to require that other or different tasks are performed when circumstances change (i.e. emergencies, changes in personnel, workload, rush jobs or technological developments).

Don't meet every requirement? At SSA we are dedicated to building a diverse, inclusive, and authentic workplace. If you're excited about this role but your experience doesn't align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

Compensation and Benefits

Full-Time, Exempt.

• $75 monthly cell phone stipend.
• Flex Time Off: no accruals; employees are encouraged to schedule time off as needed within business scope.
• Medical, Dental, Vision, Life Insurance and other voluntary benefits for you and your family; employee premiums applicable.
• Participation in a 401(k) program with a 15% company match (must be 21 years or older, eligible after one year of employment with 1,000 hours worked, available to enroll during Open Enrollment Periods).
• Short-Term Disability and Long-Term Disability, employer sponsored; scaled-salary pay following submission and approval of leave.
• Parental Leave: Birthing Parent Plan covers up to (6-8) weeks fully paid leave, based on the birthing event.
• SSA Paid Benefit: Up to 120 hours of Paid Leave for qualifying reasons, including Parental Bonding and your family’s serious medical conditions.
• Up to 5 days Paid Bereavement Leave.
• On-Demand Pay Program: Get access to a portion of earned wages before payday.
• Meal Plan & Employee Discounts where applicable.
• Paid sick leave is provided in accordance with applicable state and local laws. Accrual rates, caps, and usage rules vary by location.

Locations include: Arizona, California, Chicago, Pittsburgh, Connecticut, Illinois, Massachusetts, Michigan, Minnesota, Missouri, New Mexico, New York, Rhode Island, Washington, D.C.. Colorado: Employees accrue 1 hour of paid sick leave for every 30 hours worked, up to 48 hours per year, under the Healthy Families and Workplaces Act (HFWA). Maryland: Employees accrue at least 1 hour of paid sick and safe leave for every 30 hours worked, up to 40 hours per year, as required under the Maryland Healthy Working Families Act. Washington: Employees accrue 1 hour of paid sick leave for every 40 hours worked, in accordance with the Seattle Paid Sick and Safe Time.

SSA Holdings and its affiliated companies, including SSA Group, A&F Souvenir, Cinchio Solutions, and Behavioral Essentials, are equal opportunity employers. We are committed to diversity and inclusion in our hiring practices and welcome applicants from all backgrounds. A diverse team strengthens our collective impact.

All California Residents: By submitting your job application, you agree you have reviewed the SSA Group California Consumer Privacy Act (CCPA) Candidate and Employee Privacy Notice ("Notice").

San Francisco Residents: Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. Please see the "Fair Chance Ordinance - Know Your Rights" document for more information. By submitting your job application, you agree you have reviewed the "Fair Chance Ordinance - Know Your Rights" document.