Position Overview:
The Facilities & Events Operations Assistant Manager supports the management and daily business operations of Kupu Culinary by overseeing facility operations, event coordination, client relations, financial administration, vendor management, and operational logistics. This position serves as a key operational partner to the Food & Beverage Manager, ensuring the efficient execution of catering services, food truck operations, facility rentals, and special events while supporting the organization's mission and revenue-generating social enterprise.
The Facilities & Events Operations Assistant Manager exercises independent judgment and discretion in coordinating multiple priorities, managing client relationships, resolving operational issues, allocating resources, interpreting established procedures, and making day-to-day decisions necessary to support business operations. The position regularly manages confidential business information, oversees event logistics, coordinates vendors and community partners, and ensures operational readiness for a wide variety of events and facility activities.
This position directly contributes to the success of Kupu Culinary by promoting operational excellence, exceptional customer service, financial accountability, and effective coordination among staff, customers, vendors, and community partners.
Essential Functions and Responsibilities:
Organizational Leadership
- Conduct oneself with aloha and drive Kupu’s culture
- Conduct oneself with integrity, credibility, professionalism, and commitment to Kupu’s mission
- Exemplify Kupu's mission, culture, and CHOSEN Values in all interactions
- Promote a culture of safety, hospitality, teamwork, and continuous improvement
- Support departmental goals, operational initiatives, and organizational priorities
Business Operations and Facility Management
- Coordinate daily operational activities supporting the Culinary facility, catering operations, and food truck
- Monitor facility readiness and operational needs to ensure efficient business operations
- Identify operational issues and recommend practical solutions to improve efficiency and customer service
- Develop and maintain operational procedures, schedules, and administrative systems supporting program operations
- Coordinate facility usage with internal departments and external community partners
- Ensure operational compliance with organizational policies and applicable permitting requirements
Event and Client Management
- Independently coordinate multiple catering events, facility rentals, meetings, and special events simultaneously
- Serve as the primary point of contact for clients throughout the planning and execution process
- Assess client needs and recommend appropriate event solutions
- Develop event timelines, logistics plans, staffing coordination, and operational requirements
- Conduct site visits with prospective clients and community partners
- Prepare proposals, Catering Event Orders, estimates, invoices, and related documentation
- Resolve client concerns, scheduling conflicts, and operational challenges using sound independent judgment
- Coordinate event setup, service, breakdown, and post-event follow-up
- Monitor event quality standards and customer satisfaction
Financial and Business Administration
- Administer Square POS, Square Online, and related business management systems
- Monitor financial transactions to ensure accuracy, completeness, and compliance with organizational procedures
- Review invoices, deposits, and payment documentation prior to processing
- Coordinate vendor payments in collaboration with the Accounting Department
- Reconcile operational records and business transactions
- Prepare operational reports, sales summaries, and financial documentation for management review
- Monitor event budgets and communicate financial impacts to management
- Recommend operational improvements that enhance financial efficiency
Vendor and Contract Coordination
- Develop and maintain productive working relationships with vendors, suppliers, customers, and community partners
- Coordinate purchasing activities while ensuring compliance with organizational purchasing procedures and approved budgets
- Evaluate vendor performance and communicate recommendations regarding products and services
- Coordinate service agreements and operational subscriptions supporting Culinary operations
Inventory and Asset Management
- Oversee inventory levels for food service supplies, event equipment, facility materials, and operational resources
- Monitor inventory usage and recommend purchasing priorities
- Coordinate inventory organization to ensure operational readiness
- Identify opportunities to improve inventory controls and reduce waste
Operational Planning and Project Coordination
- Coordinate multiple projects and operational initiatives supporting Culinary operations
- Develop timelines and monitor project progress
- Anticipate operational risks and implement appropriate contingency plans
- Coordinate cross-functional activities among Culinary staff, event personnel, volunteers, vendors, and organizational departments
- Support implementation of new operational processes and business initiatives
Community and Customer Relations
- Represent Kupu Culinary professionally with customers, vendors, community organizations, and partner agencies
- Respond to customer inquiries and resolve concerns in a timely and professional manner
- Coordinate communications regarding facility availability, scheduling, and event logistics
- Collaborate with others regarding website updates, promotional materials, and event information
Team Leadership
- Coordinate day-to-day work assignments during events and facility operations
- Provide guidance and operational direction to members, volunteers, and event staff
- Assist with onboarding and training related to event operations and facility procedures
- Promote teamwork, accountability, and excellent customer service throughout Culinary operations
Other Duties
- Lead or coordinate special projects assigned by management
- Support organization-wide events and initiatives
- Perform other duties consistent with the responsibilities of an Assistant Manager
Minimum Qualifications / Position Requirements:
- Associate degree or equivalent combination of education and progressively responsible experience in hospitality, business administration, event management, food service management, or a related field
- Three (3) years of progressively responsible experience in hospitality, catering, food service, event management, facilities coordination, or business operations
- Demonstrated experience coordinating multiple projects, events, or operational priorities simultaneously
- Experience exercising independent judgment and problem-solving in a fast-paced operational environment
- Strong financial, organizational, and administrative skills
- Excellent written, verbal, and interpersonal communication skills
- Strong proficiency with various business management software including Square, Microsoft Office (Word, Excel, Outlook, Teams)
- Ability to interpret policies, procedures, and operational guidelines
- Excellent customer service and relationship management skills with internal and external stakeholders
- Demonstrated ability to maintain confidentiality and professionalism
- Hawai'i Food Handler Card (or the ability to obtain one)
- Valid Hawaiʻi driver's license and ability to meet Kupu's Driver Abstract requirements
- Meet Criminal History Background Requirements applicable to the central job duties of the position
Preferred Qualifications:
- Bachelor’s degree in hospitality management, business administration, event management, or related field
- Experience managing catering operations, hospitality events, conference services, or food service operations
- Experience using Square POS, Square Online, or similar business management platforms
- Experience supporting revenue-generating social enterprises
- Experience supervising or coordinating staff, volunteers, interns, or youth participants
- Experience working in nonprofit organizations, workforce development, or youth-serving organizations
- Hawai'i Liquor commission Card
Physical Requirements:
Due to the nature of Kupu's operations, the physical demands described below are representative of those that must be met to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Ability to remain in a stationary position while performing computer work, administrative tasks, planning activities, and meetings
- Ability to frequently operate computers, tablets, telephones, POS systems, copiers, printers, and other office equipment
- Ability to communicate effectively in English, verbally and in writing, with employees, members, customers, vendors, community partners, and the public
- Ability to review, prepare, and analyze reports, financial records, contracts, event documentation, and business correspondence with close attention to detail
- Ability to frequently move throughout kitchens, event venues, food truck locations, storage areas, office spaces, and community event sites
- Ability to regularly lift, carry, push, or move supplies, catering equipment, tables, chairs, boxes, and event materials weighing up to 50 pounds
- Ability to safely load, unload, and transport event materials and supplies.
- Ability to travel locally (on O’ahu) between worksites, event locations, customer sites, and vendor locations
- Ability to work indoors and outdoors in varying weather conditions during events and food truck operations
- Ability to maintain productivity and composure while managing multiple priorities, interruptions, customer requests, and operational deadlines
