Catering Coordinator

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.
• Cook up and 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.
• Aid 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.