Catering & Events Coordinator

About the role

The SSA Group at the Milwaukee County Zoo is seeking a Catering & Events Coordinator to drive catering sales and ensure seamless event execution. This hybrid role combines sales strategies with event logistics, requiring strong interpersonal and communication skills.

Responsibilities

• Catering Sales Strategies
• Secure signed agreements and create BEOs for assigned incoming leads and bookings
• 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
• 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
• 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
• Attend 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
• Report weekly and monthly sales through Tripleseat to appropriate stakeholders

Qualifications

• 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 in catering sales, operations, and/or event planning management in off-site catering, hotel or cultural attraction catering venue preferred
• Working knowledge of Tripleseat is a plus