Faith Gikunga

As a receptionist, planning and executing large-scale catering events involves a supportive role, focusing on communication, organization, and customer service

1. Client Interaction

Initial Contact: Greet clients warmly when they inquire about catering services. Take detailed notes on their needs, preferences, and the nature of the event.

Information Gathering: Ask questions about the number of guests, date and time, location, budget, and any specific dietary requirements. Ensure all details are clear.

2. Scheduling and Coordination

Appointment Setting: Schedule meetings between the client and the catering manager or chef to discuss menu options and logistics.

Follow-Up Communication: Send confirmation emails or calls to clients to remind them of their appointments and any necessary details.

3. Documentation and Record Keeping

Maintain Records: Keep detailed records of client interactions, event specifications, and any agreements or contracts related to the catering service.

Update Schedules: Use scheduling software to manage bookings for catering services and avoid double bookings.

4. Vendor Coordination

Liaison with Vendors: Communicate with rental companies, florists, and other vendors involved in the catering event to ensure all needs are met. Confirm delivery and pickup times for equipment and supplies.

Logistics Management: Help organize transportation for catering staff and supplies, ensuring everything arrives on time.

5. Event Day Support

Guest Reception: On the day of the event, greet guests and direct them to the catering area. Provide assistance as needed, answering questions and ensuring guests are comfortable.

Communication Hub: Act as a point of contact for both guests and catering staff. Facilitate communication between various parties to ensure the event runs smoothly.

6. Post-Event Follow-Up

Client Feedback: After the event, reach out to the client to gather feedback about their experience and the catering services provided.

Record Outcomes: Document any feedback and suggestions for improvement in the catering process for future reference.

7. Team Support

Assist Staff: Provide support to catering staff during setup and breakdown, helping with any administrative tasks that arise.

Problem-Solving: Be ready to handle any issues that come up during the event, whether it’s a scheduling conflict, a vendor question, or a guest inquiry.

By fulfilling these responsibilities, a receptionist plays a crucial role in ensuring that the catering event is

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Professional Experience

Receptionist
Baobab Catering Company, Location Mombasa 
9, 2019 – Present

Client Interaction: Greeted clients and handled inquiries about catering services, ensuring a welcoming atmosphere. Actively listened to clients' needs and provided detailed information on menu options, pricing, and services offered.

Scheduling and Coordination: Managed appointment bookings for consultations between clients and catering managers. Maintained an organized calendar to avoid conflicts and ensured timely follow-ups with clients.

Documentation Management: Maintained accurate records of client interactions, event specifications, contracts, and agreements using company software, enhancing efficiency in communication and service delivery.

Vendor Communication: Coordinated with various vendors, including rental companies and suppliers, to ensure timely delivery and setup of equipment and supplies for catering events. Confirmed logistics for events and addressed any last-minute changes.

Event Day Support: Acted as the main point of contact for guests and catering staff during events, providing information, directing guests, and ensuring a seamless experience. Assisted with the setup and breakdown of catering stations.

Post-Event Follow-Up: Conducted follow-up calls to clients after events to gather feedback and assess satisfaction levels. Documented feedback for continuous improvement in service offerings.

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Education

Diploma in Hospitality and Catering
Mount Kenya University (MKU)
Year of Graduation 2019

Completed comprehensive training in hospitality management, food service operations, and catering techniques, providing a strong foundation for a career in the hospitality industry.

Developed skills in event planning, customer service, and culinary arts, equipping me with the knowledge necessary for effective roles in catering and hospitality setting