Catering Coordinator

The Catering Coordinator is the welcoming face, helpful voice, and behind-the-scenes connector of the Sales and Operations office. A true connector, this person knows a little about everything happening across the business and helps keep people, information, and details moving in the right direction. As one of the first points of contact for clients, guests, and partners, the Catering Coordinator plays an important role in creating a warm, polished first impression. This role is ideal for someone who is organized, resourceful, curious, and genuinely enjoys helping others. Success requires strong communication and administrative skills, good judgment, flexibility, attention to detail, and the confidence to take initiative in a busy, fast-moving environment. Reporting Structure The Catering Coordinator reports to the Director of Sales and provides support to the Sales and Operations teams. Schedule, Work Environment, And Compensation Monday - Friday, 9 AM - 4 PM, 32 hours/week Office located in West Midtown $21/hour Accountabilities Customer Service Answer phones and serve as a friendly, knowledgeable first point of contact for potential clients, guests, and business partners. Route potential sales inquiries to the appropriate Sales Manager based on territories and sales guidelines. Take and distribute messages and direct calls to appropriate team members. Monitor and route messages from the general voicemail. Answer basic questions and confidently describe the services offered by the business. Greet clients and guests arriving at the Sales office and help ensure they feel welcomed and taken care of. Financial Organize, record, and track financial information for daily, weekly, and quarterly reporting, including: sales and production reports, accounts receivable, data reporting across FGR, Design, and Catering divisions as needed Serve as a liaison between Sales and Accounting regarding deposits, P&L information, and other financial reporting Assist with the preparation of the Weekly Financial Package Support the development and compilation of information for the annual report Process credit card charges and assist with cost-control tracking and reporting Sales Support Assist Sales Managers with Caterease updates and ongoing database maintenance. Update the main event board weekly with definite and tentative events. Prepare and maintain sales and marketing materials, including catering guides and printed collateral. Support social media and marketing efforts for Studio 887, King Plow Gallery, and Bold Tastings. Assist Sales Managers with post-event invoice reconciliation and coordinate with Accounting to ensure accurate posting. Monitor event information in Caterease and e-menu systems to help ensure accurate data, reporting, and recordkeeping. Track confirmed and tentative events, sales by type, sales by source, and other key sales information. Event Management Support Prepare Event Manager books, operations packets, and other essential event information Create food signs, table numbers, directional signage, special menus, and other event materials Jump in with additional event preparation and administrative support wherever needed to help the team deliver successful events Administrative Maintain and update sales and production reports. Order and maintain office supplies for the Sales and Operations teams. Keep sales files, policies, financial records, and electronic files organized and up to date. Help maintain office equipment and coordinate basic office needs. Prepare and send packages and other outgoing materials. Provide day-to-day Sales and Marketing administrative support. Assist Sales Managers, the Director of Sales, and General Manager with special projects and assignments. Be the person who is willing to figure it out, find the answer, connect the right people, and lend a hand when something needs to get done Knowledge, Skills, And Abilities Strong organizational skills Excellent customer service skills Solid knowledge of Microsoft Word and Excel Computer proficiency and ability to learn new software Time management and prioritization skills Excellent communication skills, verbal and written Strong multi-tasking skills Ability to set and accomplish goals Accurate and detailed work Ability to work in busy, fast paced environment Professionalism as well as sound and mature judgement Experience working in hospitality, restaurants, and/or catering environments highly preferred Physical Requirements Frequent standing and walking Prolonged periods sitting and working on office machinery Frequent, continual, intermittent flexing and rotation of the spine, elbows and wrists Must be able to lift up to 15 lbs on an occasional basis Constant talking, expressing or exchanging ideas by means of spoken words and in the process of communicating with employees and clients. Constant use of POS/Computer systems Occasional ascending or descending of ladders, stairs and/or ramps FULL-TIME/PART-TIME Full-Time EOE STATEMENT We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law. #J-18808-Ljbffr Bold Catering & Design