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Key Responsibilities and Required Skills for Catering Logistics Coordinator

💰 $ - $

HospitalityLogisticsCateringEvents

🎯 Role Definition

We are seeking a proactive, detail-oriented Catering Logistics Coordinator to manage end-to-end operational logistics for on- and off-site catering events. This role is responsible for planning, coordinating, and executing foodservice logistics—ensuring accurate delivery, setup, staffing, compliance, and invoicing for events ranging from small corporate lunches to multi-day conferences. The ideal candidate combines strong vendor and client communication skills with hands-on experience in routing, inventory control, and banquet event orders (BEOs), and thrives in fast-paced, schedule-driven environments.

Keywords: catering logistics coordinator, event catering, catering operations, catering logistics, on-site coordination, BEOs, vendor management, foodservice logistics.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Catering Assistant or Catering Server
  • Event Coordinator or Event Assistant
  • Logistics Coordinator or Dispatch Associate

Advancement To:

  • Senior Catering Logistics Coordinator
  • Catering Operations Manager / Head of Catering Logistics
  • Director of Events or Director of Catering Operations

Lateral Moves:

  • Banquet Manager
  • Venue Operations Manager
  • Procurement / Vendor Management Specialist

Core Responsibilities

Primary Functions

  • Coordinate end-to-end logistics for catering events—plan and execute food pick-up, transport, on-site setup, service flow, tear-down and return shipments to ensure flawless execution and on-time delivery for all client events.
  • Prepare, review and maintain detailed Banquet Event Orders (BEOs), production sheets, and transport manifests, ensuring every requirement (timing, menu items, equipment, staffing, layout) is clearly documented and communicated to internal teams and external vendors.
  • Manage vendor relationships and third-party supplier logistics (rental companies, AV, florists, specialty chefs), negotiate rates and service contracts, confirm delivery windows, and monitor vendor performance to meet quality and SLA standards.
  • Build and maintain accurate event schedules and routing plans using routing software and mapping tools to minimize travel time and reduce late arrivals, while balancing multiple simultaneous events across different locations.
  • Create and maintain production timelines and checklists for kitchen prep, staging, loading, and service, ensuring kitchen and service teams are aligned and materials are staged for efficient load-out and load-in.
  • Supervise on-site logistics for high-volume events, including supervising load crews, drivers, servers, and setup teams; provide hands-on direction during load-in, service, and load-out to resolve operational issues in real time.
  • Oversee equipment and inventory control (crockery, chafing fuel, service ware, mobile kitchens, transport containers), schedule routine maintenance, arrange rentals and replacements, and maintain inventory counts to prevent shortages.
  • Plan staff scheduling and labor allocation for events—forecast staffing needs, build shift schedules, assign roles, and track hours to optimize labor costs and meet guest service standards.
  • Monitor and control catering event costs—track budgets, prepare cost estimates and quotes, manage invoices and billing discrepancies, and recommend ways to reduce waste and increase margin.
  • Implement and maintain food safety and sanitation protocols for transport and on-site service; ensure compliance with local health codes, obtain required permits, and manage temperature control and safe handling during transit.
  • Coordinate route planning and logistics for perishable product transport, including cold-chain management, timing windows, and contingency routes to protect food quality and safety during multi-site deliveries.
  • Manage guest count changes and last-minute client requests—update BEOs, communicate changes to production and service staff, adjust quantities and staffing, and coordinate substitutions as needed.
  • Prepare and distribute post-event documentation, including delivery confirmations, incident reports, reconciled invoices, and client feedback summaries to support billing accuracy and continuous improvement.
  • Act as the primary on-site client liaison for logistical matters, setting expectations, conducting pre-event walkthroughs, and addressing client questions and special requests to ensure high satisfaction and repeat business.
  • Develop and maintain operational SOPs for transport packing, crew briefings, equipment staging, and emergency response to create consistent, repeatable, and scalable event operations.
  • Conduct site surveys and risk assessments for off-site events—evaluate loading docks, staging areas, parking, elevators, and venue restrictions to create workable logistics plans and identify potential constraints.
  • Manage transportation fleet scheduling and driver coordination—assign drivers, manage vehicle loads, track departures/arrivals, and maintain chain-of-custody documentation for high-value or time-sensitive items.
  • Coordinate specialty menu logistics including dietary/allergen accommodations, plated service sequencing, buffet replenishment strategy, and coordination with culinary teams for timed plating and distribution.
  • Implement sustainability and waste-reduction practices in logistics planning—optimize routing, consolidate deliveries, choose reusable packaging where possible, and manage post-event recycling and composting processes.
  • Track operational KPIs (on-time delivery rate, event incident rate, labor cost per event, inventory shrinkage) and prepare regular reports for leadership with recommended operational improvements.
  • Lead incident response for onsite emergencies or logistics failures—triage issues, deploy contingency plans, and communicate status to clients and internal stakeholders to minimize disruption and brand impact.
  • Train, mentor and audit logistics and service staff on best practices, safety standards, load-in/out protocols and client-facing behaviors to raise overall team competency and consistency.

Secondary Functions

  • Support menu planning conversations with culinary and sales teams to ensure menu items are logistically feasible for transport and service at specific venues.
  • Assist with procurement of catering-specific supplies and small equipment; maintain relationships with vendors for expedited sourcing when needed.
  • Participate in pre-sales site visits and scoping calls to advise sales and events teams on logistics feasibility, cost implications, and operational requirements.
  • Maintain digital records and update the catering management system with event notes, inventory adjustments, and vendor invoices to ensure accurate operational history.
  • Support sustainability reporting and cost-savings initiatives by researching eco-friendly packaging and transport options and piloting process improvements.
  • Provide cross-functional support to Finance and Sales by validating event charges, reconciling discrepancies, and supplying documentation for invoicing.
  • Participate in post-event debriefs and continuous improvement initiatives, gathering lessons learned and updating SOPs or training materials accordingly.
  • Assist with staff recruiting and onboarding for seasonal or event-based logistics roles; coordinate training schedules for part-time event staff.

Required Skills & Competencies

Hard Skills (Technical)

  • Event logistics planning and coordination across multi-site or multi-day catering events.
  • Banquet Event Order (BEO) creation and management, production spreadsheets and manifest generation.
  • Experience with catering management software (e.g., Caterease, Total Party Planner), CRM and event platforms, or ability to quickly learn proprietary systems.
  • Route planning and dispatch experience, familiarity with GPS/mapping tools and load optimization techniques.
  • Inventory control and asset management for catering equipment, rentals, and consumables.
  • Food safety knowledge and certifications (ServSafe, Food Handler Certificate) and understanding of cold chain procedures.
  • Budgeting, cost estimating, and invoice reconciliation for catering events; strong Microsoft Excel skills (VLOOKUPs, pivot tables) or Google Sheets proficiency.
  • Familiarity with POS systems and event billing processes; ability to reconcile on-site sales and payments.
  • Vendor negotiation and contract coordination with rental, transportation and specialty suppliers.
  • Basic vehicle/fleet scheduling and understanding of logistics paperwork (bills of lading, manifests).

Soft Skills

  • Exceptional communication skills—clear direction to teams, calm client-facing communication, and concise incident reporting.
  • Strong attention to detail and organizational skills; ability to manage complex checklists and timelines without error.
  • Problem-solving aptitude and rapid decision-making under pressure during live events.
  • Customer-service orientation with a professional, solutions-focused demeanor.
  • Leadership and team coordination skills for supervising load-in/out crews and temporary event staff.
  • Time-management and prioritization skills for juggling competing events and deadlines.
  • Adaptability to changing event conditions, weather, venue constraints and last-minute client changes.
  • Collaboration and cross-functional teamwork with culinary, sales, operations, and finance teams.
  • Resilience and ability to work nights, weekends, and holidays as required by event schedules.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent; vocational training/certification in hospitality or logistics is beneficial.

Preferred Education:

  • Associate's or Bachelor's degree in Hospitality Management, Events Management, Business Administration, Supply Chain, or related field.

Relevant Fields of Study:

  • Hospitality Management
  • Culinary Arts / Foodservice Management
  • Events Management
  • Supply Chain / Logistics
  • Business Administration

Experience Requirements

Typical Experience Range:

  • 2–5 years of progressive experience in catering operations, event logistics, or hospitality operations. Experience in multi-site event logistics or commercial foodservice transportation strongly preferred.

Preferred:

  • 3+ years coordinating catering logistics or events for hotels, dedicated catering companies, corporate dining, or large venues.
  • Hands-on experience managing BEOs, vendor contracts, transportation routing, staff scheduling and inventory control.
  • Certified in ServSafe or equivalent food safety certification and demonstrable experience with local permit processes and health code compliance.
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