Catering Coordinator

Catering Coordinator (Administrative Role)

A Catering Coordinator is responsible for supporting the Catering Sales and Conference Services team by handling administrative, organizational, and client-service tasks that ensure events are planned and executed smoothly.

Responsibilities:

• Manage catering inquiries and distribute leads to the appropriate sales managers.
• Prepare proposals, contracts, banquet event orders (BEOs), and correspondence.
• Maintain accurate client records in the sales and catering system.
• Coordinate event details between clients and internal departments.
• Assist with menu selections, rooming lists, and event logistics.
• Track, deposits, signed contracts, and required documentation.
• Schedule site inspections and client meetings.
• Respond to client questions and provide exceptional customer service.
• Generate reports, update forecasts, and maintain event calendars.
• Support the Catering Managers and Director of Catering with administrative tasks.

Requirements:

Experience and Education Required:

• High School diploma is required. Bachelor's Degree is preferred
• Minimum three to five years of extensive clerical/secretarial experience preferably in a hotel environment. Catering background strongly preferred. Knowledge of Delphi Sales software preferred.

Skills Required:

• Strong organizational and time-management abilities.
• Excellent written and verbal communication skills.
• Attention to detail and accuracy.
• Proficiency in Microsoft Office and catering/event management software.
• Ability to multitask and work in a fast-paced hospitality environment.

Physical Demands:

• Move, lift, carry, push, pull, and place objects weighing less than or equal to 20 pounds without assistance
• Stand, sit, or walk for an extended period of time or for an entire work shift
• Reach overhead and below the knees, including bending, twisting, pulling, and stooping
• Use, carry, and operate all necessary office equipment using finger dexterity.
• Communicate with employees, managers, subordinates and guests through verbal communication, hearing ability, and visual acuity.
• Visually look at a computer for extended periods of time.
• Adapt to moderate temperatures in the hotel as thermostat is controlled by hotel environmental systems. Most work tasks are performed indoors.

Success Criteria:

• Team Player
• Demonstrates co-operation within the team and with other departments
• Listens carefully and works well with others
• Has a positive influence on others in the team and clearly enjoys working with people
• Guest Focused
• Anticipates guests' needs and is sensitive to people from all cultures
• Has a natural, warm smile and a friendly and passionate approach
• Demonstrates confident, helpful and genuine behavior with internal and external guests
• Delivers their best
• Has a sense of urgency for his/her work
• Resourceful, makes things happen and looks for ways to work more efficiently
• Always looks their best and acts appropriately (e.g. approaching guests, body language)
• Composed
• Able to stay calm under pressure
• Demonstrates maturity and ability to cope with the unexpected
• Never lets personal feelings interfere with delivering the highest standards
• Trustworthy and responsible
• Excellent records of attendance and punctuality
• Is reliable and demonstrates the ability to work without supervision
• Demonstrates a high level of personal integrity, honesty and trust
• Time Management
• Uses his/her time effectively and efficiently; values time, concentrates his/her efforts on the more important priorities; gets more done in less time than others; can attend to a broader range of activities
• Makes decisions in a timely manner
• Listening
• Practices attentive and active listening; has the patience to hear people out; can accurately restate the opinions of others even when he/she disagrees