Key Responsibilities and Required Skills for Catering Coordinator
💰 $40,000 to $60,000 per year
HospitalityCateringEvent Management
🎯 Role Definition
The Catering Coordinator plays a central role in the successful delivery of catering services for events ranging from intimate gatherings to large‑scale functions. Acting as the bridge between clients, culinary teams, service staff and operations, you manage menus, logistics, staffing, and service quality from planning to execution. Your attention to detail, strong organisational skills and customer‑first mindset ensure that catering events are delivered flawlessly, on budget and to the highest hospitality standards.
📈 Career Progression
Typical Career Path
Entry Point From:
- Event Planning Assistant or Banquet Coordinator
- Food & Beverage Support Staff or Catering Assistant
- Hospitality Sales & Catering Support Representative
Advancement To:
- Senior Catering Coordinator / Catering Manager
- Director of Catering Operations or Events Manager
- Head of Food & Beverage Services or Hospitality Operations Leader
Lateral Moves:
- Conference & Banquet Services Coordinator
- Private Events Manager
- Sales & Catering Account Manager
Core Responsibilities
Primary Functions
- Liaise with clients to determine event goals, catering needs, dietary restrictions and budget parameters, then translate these into detailed menus and service specifications.
- Coordinate with chefs, kitchen staff and food production teams to select menus, plan food preparation, timing, presentation and final delivery for each catering event.
- Manage the full event lifecycle: from initial inquiry, contract negotiations, staffing assignment, equipment rental, log‑istics setup to on‑site service and post‑event breakdown.
- Prepare banquet event orders (BEOs), proposals, function sheets, staffing plans and timelines, ensuring all departments (kitchen, service, rentals, audio‐visual) are aligned.
- Monitor and control event budgets, track costs of food, labor, rental equipment, transportation and coordinate with finance to ensure profitability and margin targets.
- Schedule, dispatch and supervise catering staff and subcontractors, ensure adequate coverage for setup, service and breakdown of events.
- Order, maintain and manage inventory of catering supplies (linens, tableware, equipment, food stocks), monitor vendor deliveries, stock levels and control waste.
- Coordinate logistics for event delivery, venue setup, service flow and ensure all catering equipment and supplies arrive on time and function correctly.
- Manage vendor and supplier relationships: negotiate rental agreements, food supplies, equipment rentals, décor items and coordinate third‑party service providers.
- Execute on‑site event management: oversee food service, coordinate with venue staff, provide client support, troubleshoot issues and ensure service standards are met.
- Conduct post‑event follow‑ups: gather client feedback, analyse performance, capture testimonials, invoice events, and identify improvement opportunities.
- Maintain compliance with health, safety and food hygiene regulations, ensure catering staff follow sanitation and safe handling practices.
- Develop and update standard operating procedures (SOPs) for catering events, including setup/teardown protocols, service standards and emergency response plans.
- Assist marketing efforts for catering services: develop promotional materials, collaborate with sales teams, attend bridal shows or industry events and support business development.
- Coordinate with internal departments (sales, venue operations, audio‐visual, transportation) to ensure seamless communication and execution of catering services.
- Track and report on catering metrics: event count, revenue per event, guest satisfaction scores, cost per head, waste ratios and staffing efficiencies.
- Manage event changes and on‑the‑fly adjustments: handle last‑minute menu changes, guest count fluctuations, venue or equipment relocation and ensure minimal disruption.
- Assign, brief and supervise volunteer or contract staff when needed, ensure roles are clear, shifts covered and service teams aligned with event objectives.
- Maintain and archive all event documentation: contracts, BEOs, checklists, staffing records, inventories, invoices and client communications for audit and reference.
- Ensure flexible scheduling, including early mornings, evenings, weekends or holidays typical of event‑based catering, and adapt to variable guest volumes or venue demands.
Secondary Functions
- Support ad‑hoc data requests and exploratory analysis of event and catering operations metrics (e.g., cost per head, labor utilisation, guest feedback).
- Contribute to the catering department’s strategic roadmap: recommend new service lines, equipment investments or process improvements to enhance guest experience and operational efficiency.
- Collaborate with venues, operations, marketing and logistics teams to translate catering needs into system enhancements, software workflows or digital event platforms.
- Participate in shift hand‑overs, team briefings and training sessions to ensure consistent service quality across events.
Required Skills & Competencies
Hard Skills (Technical)
- Proficiency with catering/event management software, MS Office (Excel, Word, PowerPoint) and CRM or event‑booking systems.
- Expertise in menu planning, food costing, portion control, dietary restriction management and coordinating with culinary teams.
- Strong budget management skills: event costing, cost tracking, margin analysis and vendor contract negotiation.
- Ability to coordinate logistics: equipment rental, delivery schedules, staffing rosters, venue layouts and onsite breakdown procedures.
- Solid vendor management skills: sourcing, procurement, contract negotiation and supplier performance oversight.
- Competence in food safety and health regulations: HACCP, food hygiene standards, allergen management and venue compliance.
- Skilled in customer relationship management: responding to client inquiries, customizing services and maintaining service satisfaction.
- Strong documentation and record‑keeping skills: event contracts, BEOs, spreadsheets, reports and follow‑up logs.
- Ability to use event‑based analytics: track KPIs, interpret metrics and deliver insights for operational improvements.
- Capability to manage staffing and scheduling: assign shifts, brief teams, manage volunteers/contractors and ensure service standards.
Soft Skills
- Exceptional communication skills (verbal and written): able to liaise with clients, internal teams and vendors with confidence and clarity.
- Strong organisational and multitasking ability: comfortable managing multiple events simultaneously and adapting to shifting priorities.
- Customer‑service orientation: passionate about hospitality, guest experience and ensuring client satisfaction at every touchpoint.
- Problem‑solving and decision‑making: able to react swiftly to unexpected changes or challenges during events and implement solutions.
- Time‑management and detail‑orientation: prioritise tasks, ensure accuracy in event planning and execution and meet tight deadlines.
- Adaptability and flexibility: willing to work irregular hours (evenings, weekends, holidays) and adjust to event‑driven demands.
- Leadership and team‑working: able to lead or coordinate small teams, volunteer staff or contract workers and build collaborative service culture.
- Creative mindset: able to contribute ideas for menus, décor, service enhancements or event themes to elevate the guest experience.
- Resilience and composure under pressure: maintain performance during high‑volume events, long hours and fast‑changing environments.
- Continuous learning and improvement‑focus: stays current on catering trends, dietary requirements, technology advances and event service best practices.
Education & Experience
Educational Background
Minimum Education:
High school diploma or equivalent, coupled with experience in catering, hospitality or event coordination.
Preferred Education:
Associate or Bachelor’s degree in Hospitality Management, Event Planning, Catering Management or related field.
Relevant Fields of Study:
- Hospitality Management
- Event & Meeting Planning
- Food Service / Culinary Arts
- Business Administration
- Catering & Banquet Services