CATERING COORDINATOR JOB DESCRIPTION

A Catering Coordinator handles the full scope of food and beverage event logistics - from the first inquiry call through final invoice reconciliation. Vendor contracts, menu planning within approved budgets, and real-time coordination between kitchen teams and client-facing staff all fall within this seat. Most openings sit within hotel sales departments or private club event teams, where guest satisfaction scores and per-event revenue targets are tracked directly. The role demands equal fluency in administrative detail and high-pressure service delivery.

As the Catering Coordinator, you translate client requirements into executed events by managing vendor relationships, space allocations, and departmental communications from booking through closeout. The position typically reports to an Event Manager or Director of Sales and operates across multiple concurrent events at varying scales.

Career Impact: Coordinating events against measurable revenue targets and guest satisfaction benchmarks builds a portfolio that carries weight across hotel, private club, and corporate hospitality markets.

Business Impact: When catering coordination fails, contracted events fall short of client expectations and directly erode per-event revenue and repeat bookings - this role prevents both.

Growth Opportunity: The Catering Coordinator path moves naturally toward Catering Manager or Event Sales Manager, with an Events Management Certificate accelerating that transition.

• Manage incoming catering requests by assessing client needs, securing event details, and confirming budget parameters.
• Coordinate vendor selection, ordering, and compliance with venue policies to ensure timely food and beverage delivery.
• Generate proposals, contracts, and pricing agreements within established parameters for group and meeting room events.
• Collaborate with kitchen, dining, and operations departments to communicate event requirements and last-minute changes.
• Monitor event execution on-site and follow up with clients to confirm satisfaction and resolve complaints.
• Process invoices, reconcile costs, and submit documentation to accounts payable with accurate cost allocation.
• Conduct venue tours and site inspections for prospective clients to support booking conversion.
• Maintain vendor relationships, assess service quality regularly, and escalate performance issues as needed.

• High school diploma required; associate's or bachelor's degree in Hospitality, Event Management, or a related field preferred, or equivalent work experience.
• 2 or more years of catering, hotel sales, or event coordination experience, with direct client-facing responsibility.
• Demonstrated ability to manage multiple concurrent events under time pressure with strong organizational skills.
• Strong written and verbal communication skills, with experience preparing proposals, contracts, and client correspondence.
• Proficiency in standard office software including word processing and spreadsheet applications.
• Ability to perform basic math for cost tracking, invoicing, and budget management.
• Professional presentation and ability to interact effectively with guests, staff, and management at all levels.
• Willingness to work evenings, weekends, and holidays in line with event scheduling demands.

• Events Management Certificate or equivalent credential in hospitality or event planning.
• Prior experience in hotel reservations, front desk operations, or a private club environment.
• Familiarity with hotel reservation or catering management software systems.
• Knowledge of menu design, current food trends, dietary practices, and vendor capability assessment.

• Per-event revenue against contracted budget, reflecting how accurately bookings are scoped and delivered.
• Client complaint resolution rate, measuring how effectively escalated service issues are closed.
• Proposal-to-contract conversion rate, tracking how often qualified inquiries result in confirmed bookings.
• Invoice accuracy rate, reflecting cost allocation precision across concurrent events.
• Vendor quality assessment scores, indicating consistency of service delivery across approved supplier relationships.
• Typical tools: Catering and sales management systems (commonly hotel PMS or CI/TY); office productivity suites (commonly Microsoft Office).

• Base Salary Range: $38,000 to $52,000 annually, depending on venue type and market
• Bonus: Performance-based incentive tied to event revenue targets, typically 5 to 10%
• Equity: Not typical for this role and seniority level
• Health Benefits: Medical, dental, and vision coverage standard
• PTO: 10 to 15 days annually, plus paid holidays
• Common Perks: Meal benefits during shifts, hotel discounts, uniform allowance, and event industry networking opportunities

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Successful completion of a background check is a condition of employment for this role, given regular access to client financial information and venue facilities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, or any other characteristic protected under applicable federal, state, and local law. Reasonable accommodations are available to applicants and employees with disabilities upon request. Candidates must be authorized to work in the United States.

The Catering Coordinator owns the end-to-end execution of food and beverage service requests, from vendor selection and menu planning to invoicing and cost allocation, working alongside internal accounts payable teams and external vendors. Serving corporate clients across all organizational levels, this role delivers consistent service quality by monitoring vendor performance, managing catering logistics, and cross-training across department service areas to ensure uninterrupted support.

Key Responsibilities

• Manages catering requests and oversees execution of service in coordination with team and vendors, as applicable.
• Assess needs, secure necessary details, provide recommendations and menu planning based on parameters of request and budget.
• Recommend or choose best vendor option based on customer preference and communicate with customers to manage expectations.
• Work directly with vendors to order food and services in compliance with building and firm policies.
• Communicate details to the team and vendor for set-up and turnover.
• Process invoicing and paperwork, providing necessary information and details to customers and internal accounts payable team.
• Ensure accuracy and proper allocation of costs.
• Manage vendor relationships, on-board new vendors, and provide details on space and building processes and protocols.
• Regularly perform quality control and assessment of services and food.
• Provide feedback on quality and execution based on customer and team feedback and escalate issues when needed.
• Provide oversight of catering requests and ensure quality service and delivery by monitoring request and execution with vendor and team.
• Collaborate and troubleshoot problems with other team members, vendors, and management in support of customers and team.
• Foster and build positive relationships with customers at all functions and levels and communicate effectively and proactively as needed.
• Cross-train in other department service areas to provide back-up support as needed.

Education & Experience

• Associate's or bachelor's degree preferred, with a minimum high school diploma required.
• Minimum of 3 years of related catering or office support experience in a corporate, hospitality, or customer-centric environment.
• Strong Microsoft Office skills and excellent technical proficiency.
• Excellent written and verbal communication and interpersonal skills.
• Excellent quality-conscious customer service skills with the ability to use tact and diplomacy in resolving problematic situations.
• Professional agility and ability to handle multiple priorities with an appropriate sense of urgency.
• Excellent judgment, decision-making, and critical thinking skills with the ability to anticipate needs.
• Highly motivated with excellent teaming skills and a confident, professional, positive demeanor.
• Ability to work occasional overtime and willingness to be trained in all functional areas.

Embedded within the hotel's sales and events team, the Catering Coordinator shapes the guest experience by handling client calls, coordinating vendor services, and managing meeting room logistics from initial inquiry through follow-up. Working closely with housekeeping, food and beverage, and front-of-house departments, this role delivers seamless event execution by ensuring accurate communication of special requests, VIP amenities, and set-up requirements to all relevant parties.

Core Functions

• Respond to client calls and special requests, obtaining final details, dates, times, and meeting room requirements.
• Regularly follow up with clients and maintain accurate and up-to-date information.
• Perform administrative duties such as typing proposals, emails, contracts, and correspondence.
• Resolve requests and complaints to the satisfaction of the guest.
• Inform supervisor of major problems, complaints, disturbances, or dissatisfied clients.
• Follow up to ensure guest satisfaction.
• Promote teamwork and quality service through daily communication and coordination with other departments.
• Coordinate details with other departments such as VIP amenities, special requests, and other service needs.
• Coordinate outside vendor service needs when needed and regularly follow up to ensure set-up requirements meet client needs.
• Conduct property tours.
• Maintain a professional image at all times through appearance and dress.
• Follow company policies and procedures and communicate effectively.

Qualifications & Experience

• High school diploma or equivalent.
• Two years of experience in sales, catering, or a related field.
• Knowledge of hotel property, amenities, area attractions, and transportation.
• Computer skills including Microsoft Office and ability to learn sales software and hotel reservation systems.
• Basic math skills with reading and writing abilities used in reviewing and compiling departmental records.
• Excellent communication skills with the ability to obtain and communicate detailed information and follow up with clients.
• Ability to work in a fast-paced environment with strong multi-tasking skills.
• Willingness to work some nights, weekends, and holidays as needed.
• Ability to lift or carry approximately 50 lbs. on occasion.
• Role requires prolonged periods of standing, moving, speaking, and listening throughout the workday.

Reporting to the hotel sales manager, the Catering Coordinator leads the qualification and conversion of group and meeting room inquiries by generating proposals, conducting site inspections, and maintaining client communication from first contact through event completion. Partnering with front desk, reservations, and operations teams, this role builds client loyalty and delivers revenue for the property by ensuring all catering and sales administrative processes meet deadlines and internal reporting standards.

Primary Duties

• Answer calls, qualify, and sell hotel facilities and services to inquiries and sales leads.
• Generate proposals and agreements for group and meeting room events.
• Maintain communication with clients from the beginning to end of their event to ensure satisfaction.
• Conduct hotel tours and site inspections for prospective clients.
• Document sales activities in the designated sales and catering system.
• Adhere to all catering and sales administrative processes, including preparation and submission of reports and internal communications, and meet deadlines.
• Build strong relationships and loyalty with clients and groups while maintaining professional integrity.

Skills & Qualifications

• Hotel experience preferred but not required.
• Previous front desk, reservations, or sales office experience is a plus.
• Proficient with computers including MS Word and MS Excel, with the ability to learn new computer systems and programs.
• Clear and concise written and oral communication skills.
• Ability to work efficiently in a fast-paced environment.
• Extremely organized and detail-oriented with the ability to effectively multi-task, prioritize, and meet deadlines.

Sitting at the intersection of revenue management and member experience, the Catering Coordinator delivers event bookings and catering execution for a private club by negotiating contracts, managing event budgets, and coordinating with kitchen, dining room, and external suppliers. Operating across new business development, seasonal sales activity, and on-site event logistics, this role shapes member satisfaction and profitability by maximizing function room capacity, up-selling services, and ensuring seamless communication across all departments involved in each event.

Accountabilities

• Achieve catering revenue targets and maximize event space and function room capacities.
• Book and increase event business through development of new business, retention of previous business, and active follow-up of existing inquiries and leads.
• Quote and negotiate pricing within established parameters and process contracts.
• Assist event organizers with menu selection, room arrangements, and recommendations based on anticipated needs while identifying opportunities to up-sell.
• Collaborate with other departments to ensure all aspects of the event and any changes are communicated to the appropriate individuals and teams.
• Create event budgets, manage against the budget, and report event profit and loss figures.
• Assist in the coordination of annual and regular club events.
• Design creative communications including event marketing kits, posters, signage, menus, and invitations.
• Ensure appropriate space is blocked to maximize sales potential, accommodate guest requirements, and minimize labour costs.
• Source and maintain strong relationships with reliable and cost-effective suppliers.
• Communicate and organize special arrangements upon client request.
• Promote and sell club food and beverage services by responding to member and non-member inquiries.
• Respond to seasonal fluctuations in business with appropriate volume of sales activity including networking, communications to target markets and lead lists.
• Deliver high levels of member service and respond to all inquiries and requests in a professional manner with a sense of urgency.

Required Qualifications

• 3+ years of catering and events planning experience required, plus an Events Management Certificate.
• Wedding planner certification is an asset.
• Experience in private club culture is an asset.
• Strong working knowledge of hospitality industry practices, methods, and techniques.
• Knowledge and passion for exceptional experience delivery, including effective menu design.
• Strong negotiation skills to ensure client needs and expectations are met while maximizing revenues.
• Exceptional conflict resolution, negotiation, and objection handling skills.
• Superior organizational skills to manage tight timelines and conflicting priorities.
• Ability to analyze and interpret client needs and offer appropriate options and resolutions.
• Advanced proficiency in Microsoft Office including Word, Excel, and PowerPoint, as well as email, internet, and membership database programs.
• Excellent communication skills, ensuring all details and logistics are communicated to appropriate individuals and departments.
• Ability to build and maintain strong business relationships with internal and external stakeholders.
• Proactively identify problems and innovate solutions to challenging situations.
• Ability to work independently, maintain a positive attitude, and maintain confidentiality of information.
• Flexibility required to work evenings, weekends, public holidays, and event days.