Catering Coordinator

Catering Coordinator

The Catering Coordinator at The Crescent Hotel, Fort Worth, plays a vital role in supporting the Catering and Events team by managing Banquet Event Orders (BEOs), coordinating spa events, assisting with client communications, and ensuring seamless execution of events. This position requires strong organizational skills, meticulous attention to detail, and a commitment to providing exceptional service in a luxury hotel environment. The Catering Coordinator will handle event documentation, billing, in-house meetings, and VIP arrangements while supporting the Catering Sales team in executing flawless events.

Responsibilities:

• Create, update, and manage BEOs for events with a guest count of 15 and under, ensuring all details are accurately aligned with client specifications.
• Coordinate with Banquets, Audiovisual, and Valet teams to ensure that all event requirements are met.
• Assist managers with client inquiries regarding event planning, changes, deposits, and guarantees.
• Review and make necessary revisions to BEOs based on last-minute changes or client requests.
• Route pop-up and revised BEOs promptly from the Catering Team to ensure timely and accurate event communication.
• Maintain a change log to track BEO modifications and ensure clear communication among relevant departments.
• Distribute BEOs and event diagrams to appropriate teams on a weekly basis (Monday) to ensure accurate event execution.
• Attend weekly BEO meetings to review details, discuss upcoming events, and address any potential issues.
• Handle BEOs for all spa events taking place in the Celebration Room and Member Conference Rooms, tailoring each BEO to the unique needs of spa-related events.
• Work closely with the Spa Manager to confirm availability and finalize event details.
• Ensure the completion of all billing processes for both banquet and spa events 7-10 days before the scheduled arrival date.
• Review and confirm all charges, pricing, and additional client requests for accuracy.
• Assist in banquet check reconciliation to ensure billing aligns with event execution.
• Create PM accounts for all Catering-only events and pre-assign Group PM accounts for Resume Packets.

Qualifications:

• Minimum of 1-2 years of experience in hotel catering, sales, or event coordination.
• Previous experience in a luxury hotel or fine dining setting preferred.
• Bachelor's degree in Hospitality, Event Management, or a related field is a plus.
• Proficiency in Windows, Microsoft Office Suite, and sales software (Salesforce/Delphi and SocialTables preferred).
• Strong knowledge of food and beverage service, catering operations, and event logistics.
• Exceptional communication, organizational, and problem-solving skills.
• Ability to multitask and thrive in a fast-paced, high-pressure environment.
• A proactive and detail-oriented approach to catering coordination and client service.
• Availability to work flexible hours, including evenings, weekends, and holidays, based on event schedules.
• Must be able to maintain confidentiality of information.
• Must be able to show initiative, including anticipating guest or operational needs.
• Perform other duties as requested by management.