Key Responsibilities and Required Skills for Catering Event Coordinator

🎯 Role Definition

The Catering Event Coordinator is responsible for end-to-end planning, client liaison, vendor management, budgeting, logistics, and on-site execution of catered events. This role ensures exceptional guest experience, profitable event delivery, and compliance with food safety and health regulations. Ideal candidates bring hands-on catering experience, strong organizational and communication skills, and proven ability to manage multiple events concurrently while optimizing costs and operational workflows.

📈 Career Progression

Typical Career Path

Entry Point From:

Catering Assistant / Banquet Server
Event Planning Assistant
Food & Beverage Supervisor

Advancement To:

Senior Catering Manager
Events Manager / Conference Services Manager
Director of Catering or Food & Beverage Operations

Lateral Moves:

Wedding/Event Planner
Corporate Account Manager (hospitality)
Sales Executive — Catering & Events

Core Responsibilities

Primary Functions

Manage the full lifecycle of catering events from initial inquiry and proposal through post‑event follow-up, ensuring all client requirements, menus, timelines, budgets, and special requests are captured and executed.
Develop detailed event orders (BEOs/EOs) and work orders that articulate menu selections, staff schedules, equipment and rental needs, room setups, and day‑of timelines to guide internal teams and external vendors.
Conduct client consultations — in person, virtually, and by phone — to define objectives, guest counts, dietary restrictions, AV requirements, and atmosphere, and translate those into actionable operational plans.
Create accurate, margin‑focused event budgets with line‑item cost control (food cost, labor, rentals, transportation, gratuities) and monitor profitability against targets using historical data and real‑time adjustments.
Source, negotiate with, and manage preferred vendors and subcontractors (rental houses, florists, musicians, tenting companies, AV providers), securing competitive rates and clear delivery/return responsibilities.
Coordinate menu development and tasting sessions with chefs and culinary teams, advising clients on menu composition, portion control, plating and presentation techniques, and accommodation of allergies and dietary preferences.
Prepare, review, and secure client contracts, amendments, deposits, and final payments; ensure terms include cancellation policies, liability, and venue/staffing obligations.
Develop and enforce comprehensive event timelines and production schedules, assigning responsibilities to catering leads, kitchen teams, service staff, and vendors to ensure a seamless guest experience.
Lead pre‑event site inspections and venue walk‑throughs with venue staff and vendors to confirm load‑in paths, power and water access, staging, service stations, and emergency egress plans.
Oversee day‑of on‑site management — arrival of vendors, kitchen production flow, service pacing, quality control checks, triggering timeline milestones, and troubleshooting issues in real time.
Recruit, train, and schedule event service teams, including servers, bartenders, captains, chefs, and setup crews; manage staffing rosters and ensure compliance with break and labor regulations.
Implement food safety and sanitation protocols (ServSafe standards or equivalent), ensuring proper storage, transport, temperature control, cross‑contamination prevention, and documentation for each event.
Manage inventory of catering equipment, china, glassware, linens, and portable kitchen needs; coordinate repairs, replacements, and rental logistics to meet event demands.
Work closely with sales and marketing to convert leads into booked events by preparing proposals and pricing that align with company revenue goals and market positioning.
Maintain accurate records in CRM and booking systems (client contacts, event histories, invoices, vendor agreements) to enable scalable repeat business and upsell opportunities.
Coordinate transportation logistics for off‑site events including delivery trucks, staff transit, load‑in/load‑out schedules, and equipment staging to minimize downtime and costs.
Resolve client issues and escalations professionally — from menu substitutions to unexpected guest counts and last‑minute changes — preserving client relationships and protecting company margins.
Monitor and analyze event performance metrics (revenue per event, food cost percentage, labor cost, customer satisfaction scores), produce post‑event reports, and recommend process improvements.
Ensure compliance with venue, municipal, and liquor licensing laws; coordinate permits, insurance certificates, and responsible alcohol service training and documentation.
Collaborate with chefs and procurement teams to source seasonal and cost‑effective ingredients, negotiate supplier contracts, and implement sustainable sourcing initiatives where appropriate.
Design and implement service standards, opening/closing checklists, and emergency response procedures to maintain consistent delivery across all events.

Secondary Functions

Assist marketing and sales teams by participating in tastings, site tours, vendor showcases, and networking events to drive new business and client referrals.
Prepare post‑event debriefs, customer satisfaction surveys, and follow‑up communications to capture feedback and identify upsell opportunities.
Maintain social media/website content for featured events (in coordination with marketing) to promote catered services and showcase capabilities.
Cross‑train with kitchen and inventory staff to support peak production periods, equipment maintenance, and inventory reconciliations.
Participate in menu development workshops and cost modeling sessions to optimize seasonal offerings and profitability.
Mentor junior staff and coordinate training sessions on service etiquette, safety policies, point‑of‑sale systems, and event checklists.

Required Skills & Competencies

Hard Skills (Technical)

Event Planning & Production: Proven ability to build comprehensive event plans, timelines, and logistics for weddings, corporate events, galas, and large banquets.
Catering Sales & Proposal Writing: Experience creating detailed proposals, BEOs, contracts, and pricing models that balance client expectations and company margins.
Budgeting & Cost Control: Strong competence in food costing, labor modeling, margin analysis, and adjusting scope to meet profitability targets.
Vendor & Contract Management: Negotiation skills and experience managing vendor SLAs, delivery windows, invoices, and dispute resolution.
Food Safety & Compliance: Knowledge of ServSafe or local food safety certification, HACCP principles, and local permitting and alcohol licensing requirements.
Menu Development & Tasting Coordination: Ability to collaborate with culinary teams on menu engineering, portioning, plating, and dietary accommodations.
Point‑of‑Sale & Booking Systems: Proficiency with catering/banquet management software, CRM systems, and POS platforms (e.g., Caterease, Tripleseat, SevenRooms, Toast).
Microsoft Office & Spreadsheets: Advanced Excel skills for cost modeling, pivot tables, forecasting, and reporting.
Logistics & Inventory Management: Experience coordinating transportation, rentals, equipment staging, and maintaining stock levels of service items.
On‑Site Event Management: Strong command of on‑site operations including load‑in/out, floor plans, vendor coordination, and troubleshooting.

Soft Skills

Client Relationship Management: Customer‑first orientation with ability to build trust, manage expectations, and upsell services.
Communication: Clear verbal and written communication skills for client presentations, vendor negotiations, and team briefings.
Problem Solving & Decision Making: Calm, decisive under pressure with demonstrated ability to resolve last‑minute challenges and prioritize critical tasks.
Time Management & Multitasking: Comfortable managing multiple simultaneous events, deadlines, and shifting priorities.
Leadership & Teamwork: Ability to lead cross‑functional teams, motivate staff, and cultivate a service culture.
Attention to Detail: Meticulous about timelines, contract terms, dietary restrictions, and presentation quality.
Adaptability & Flexibility: Readiness to work irregular hours, weekends, and evenings; quick to adapt to changing event scopes.
Negotiation & Influencing: Skilled at negotiating terms with vendors and persuading clients on menu and service upgrades.
Cultural Sensitivity: Experience managing diverse client needs, dietary restrictions, and culturally specific service requirements.
Stress Tolerance: Maintains composure and professional demeanor during high‑pressure events and peak seasons.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent; relevant hospitality certification or vocational training valued.

Preferred Education:

Associate's or Bachelor's degree in Hospitality Management, Event Management, Business Administration, or Culinary Arts.

Relevant Fields of Study:

Hospitality Management
Event Management
Culinary Arts
Business Administration
Marketing and Sales

Experience Requirements

Typical Experience Range: 2–5 years in catering, banquet operations, or event coordination (varies by venue size and event complexity).

Preferred: 3–7 years of progressive experience coordinating catered events (weddings, corporate meetings, large banquets), familiarity with high‑volume service, proven track record in budget management, vendor negotiations, and ServSafe or equivalent food safety certification.