Catering - Catering & Events Coordinator at Union Terminal

Catering & Events Coordinator

For more than 50 years, SSA has partnered with cultural attractions to design the hospitality experience journey, freeing our partners to remain mission-focused.

We bring together admissions, culinary, and retail with innovation and human connection to shape a seamless guest journey.

Our focus is on people, innovation, and operational intelligence as a means to create special moments with lasting impact. We call it 452 Hospitality, the foundation of how we serve our partners and their communities.

The Catering & Events Coordinator is responsible for driving catering sales and ensuring the seamless execution of events. This hybrid role requires an individual with fundamental knowledge of both sales strategies and event logistics. This position requires a dynamic individual with communication, negotiation, and organizational skills, dedicated to delivering exceptional client experiences.

Qualifications

Job Requirements:

• Strong interpersonal and communication skills across all levels of an organization.
• Fundamental leadership skills with an understanding of the importance of team building/development, while fostering partnerships.
• Exceptional problem solving/decision making skills combined with the ability to be organized.
• Demonstrates financial management, analytical, and planning skills.
• Demonstrates the ability to remain flexible in a fast-paced environment.
• Computer knowledge and skill level for basic office functions.
• Physical ability to stand for extended periods and to move and handle boxes (35lbs) as necessary to operation, which entails lifting, and perform all functions as set forth above.
• Ability to work varied hours/days, including nights, weekends and holidays, as needed.

Previous Experience:

• No prior experience is required, however knowledge of catering sales, operations and/or event planning management in off-site catering, hotel or cultural attraction catering venue preferred. Although no prior work experience is required for this position, candidates with one (1) or more years of experience will be given stronger consideration.
• Working knowledge of Tripleseat is a plus.
• All education backgrounds eligible, must be 18 or older.

Key Responsibilities

Catering Sales Strategies:

• Secure signed agreements and create BEOs for assigned incoming leads and bookings.
• Where applicable, accompany venue sales team or catering operations team, on site tours for prospective clients.
• Implement designated strategies to sell, and upsell, catering services to new and returning clients.
• Respond to client requests promptly and ensure client satisfaction.
• Serve as onsite contact for events sold by the Area Sales Manager.

Event Planning & Execution:

• Implement plans for catering events, including event orders, pull sheets, execution timelines, staffing schedules, visual appeal and logistics layouts.
• Oversee the setup, execution, and breakdown of assigned events, ensuring all aspects run smoothly and efficiently.
• Ensure all equipment, supplies, and materials are available and in good working condition for events.
• Walk event spaces with Venue Sales Team before events to ensure everything is in working order and address any issues promptly.
• Communicate and collaborate effectively with the Area Sales Team, Culinary Team, and other departments, including location partners, involved in events, implementing new strategies and procedures where necessary to ensure events are executed flawlessly. Including, but not limited to:
• Lead weekly BEO meetings to review all upcoming events, addressing concerns and needs to each event.
• Distribute Operations Plan revisions to key stakeholders when necessary.
• Advise Area Sales Manager on any outstanding balances due post event.
• Collaborate with Sales Team on floor plans and event flow.
• Coordinate the need for cross-utilized products/equipment.
• Create eye-catching and innovative F&B displays in collaboration with the Culinary Team.

Client Relationship Management:

• Prepare and manage Banquet Event Orders (BEOs), diagrams, and other necessary documents.
• Maintain strong, positive relationships with internal and external clients to encourage repeat business.
• Proactively and transparently communicate with clients throughout the sales and detailing process.
• Work closely with clients to understand their needs, provide tailored solutions and address any concerns promptly.
• Conduct pre-event meetings with internal stakeholders to finalize details and post-event follow-ups to gather feedback and foster continued development.
• Conduct post-event follow-ups to engage clients and foster continued development.
• Collaborate with Area Sales team to understand event and client needs.
• Participate in client transitions for seamless execution.

Operational Excellence:

• Ensure all client contracts, BEOs (Banquet Event Orders), and event details are accurately documented.
• Ensure compliance with local, state, and federal laws.
• Maintain a clean, safe, and organized work environment.
• Maintain accurate records of event details and outcomes.
• Uphold and demonstrate a complete understanding of company policies and procedures.
• Attendance at event start to ensure seamless execution of client's vision and smooth transfer of authority to the operations team when appropriate.
• Develop, meet, and exceed monthly and annual catering operations budgets and plans.
• Analyze operational costs and inventory to maximize opportunities and minimize waste.
• Review all invoices, bills, and accounting-related documents for accuracy and communicate necessary changes to Accounts Payable.
• Minimize controllable costs, including payroll and equipment rental, associated with the operation and strategize on revenue avenues.

Financial Management:

• Collect and process payments, including deposits, in accordance with company policies and contractual payment schedules.
• Meaningfully contribute to annual sales goals in order to meet and exceed budget.
• Review all invoices, bills, and accounting-related documents for accuracy and communicate necessary changes to Accounts Receivable.
• Thorough understanding of menu and event offering cost structure to meet profitability guidelines.

Reporting and Analysis:

• Report weekly and monthly sales through Tripleseat to appropriate stakeholders.

Social Responsibility:

• Promote an inclusive and supportive approach within the unit.
• Leads by example through Sustainability/Conservation efforts; displays knowledge of efforts in business application.
• Engages with SSA/Unit in driving community effort through engagement activities and focus on opportunities of giving back.

Team Management Where Applicable & Appropriate:

• Hire, recruit, and integrate new team members.
• Supervise assigned personnel, evaluate performance, and provide coaching and development.
• Develop and implement training programs to motivate and mentor employees.
• Focuses on removing barriers and empowering growth and opportunity for team members at all levels.
• Conduct regular team meetings to align goals and strategies.
• Set individual sales targets and track progress.
• Ensure compliance with company policies and procedures.

Offsite Sales Support:

• In certain locations, sales efforts are supported by offsite sales teams. In these locations the position will also be responsible for:
• Partnering with location or area ales team on site visits and communicating client needs to Area Sales team post meeting.
• Conduct tastings for potential clients.
• Participating in client hand-off meetings to ensure proper event execution.
• Leading weekly BEO meetings.
• Managing approval and distribution of information on all internal events, including collecting funds for all services rendered.
• Communicating day of add-ons to Area Sales Team for proper recording and collection.
• Works with District Manager of Sales to support onsite coordinators with sales responsibilities, where applicable.
• Manages and maintains partner relationship, including leading gala and fundraising responsibilities.

Goals & Sales Contributions:

• This position is not bonus eligible for