Key Responsibilities and Required Skills for Catering Manager

🎯 Role Definition

The Catering Manager oversees all aspects of catering operations from pre-event sales and menu development to on-site execution and post-event reconciliation. This role combines client-facing sales and relationship management with operational leadership—planning staff, managing budgets, ensuring food safety and quality, coordinating logistics, and driving profitability for catered events, corporate functions, weddings, and large-scale banquets.

Focus areas include event strategy and coordination, menu development and food quality, vendor and inventory management, staff recruitment and training, contract negotiation, and adherence to health and safety regulations. The ideal Catering Manager is customer-focused, commercially minded, and experienced in high-volume catering and event operations.

📈 Career Progression

Typical Career Path

Entry Point From:

Catering Supervisor or Banquet Captain
Sous Chef or Chef de Partie transitioning into events
Event Coordinator or Sales Coordinator with catering experience

Advancement To:

Director of Catering or Director of Food & Beverage
Regional Catering Manager or Operations Manager
Hotel/Resort Food & Beverage Leadership (e.g., F&B Director)

Lateral Moves:

Event Sales Manager
Corporate Catering Sales or Account Manager
Private Events Director

Core Responsibilities

Primary Functions

Lead end-to-end catering operations for a busy schedule of events, including menu design, pricing, staffing, logistics, on-site execution, and post-event billing to ensure flawless delivery and client satisfaction.
Develop customized proposals and formal contracts for clients, accurately translating event requirements into itemized quotes, service timelines, staffing plans, and terms & conditions.
Manage food and beverage costing and pricing strategy: build menu cost models, set profitable pricing, analyze margins, and implement cost-control initiatives that improve gross profit on catering events.
Coordinate and supervise on-site event execution, including timeline management, vendor arrivals, set-up and breakdown, food plating/flow, front-of-house service, and real-time troubleshooting during events.
Recruit, schedule, train, and lead a diverse team of banquet servers, cooks, bartenders, setup crews, drivers, and contracted vendors to meet event staffing needs and deliver consistent service standards.
Oversee inventory management for catering supplies, dry goods, perishables, specialty equipment, and rental stock; forecast demand, place purchase orders, and reconcile consumption post-event.
Maintain strict compliance with food safety regulations and certifications (e.g., ServSafe/HACCP), oversee temperature control, allergen management, cross-contamination prevention, and sanitation audits.
Build and maintain relationships with external vendors, rental companies, florists, AV providers, and liquor suppliers; negotiate contracts, favorable pricing, and service-level agreements.
Manage logistics and transportation for off-site catering including route planning, load-in/load-out sequencing, equipment manifests, and vehicle/equipment maintenance schedules.
Create and maintain standardized operating procedures and event checklists (pre-event, on-site, post-event) to ensure consistency, streamline handoffs, and reduce operational risk.
Conduct pre-event walk-throughs with clients, venues, and partner vendors to align on layout, timeline, menu specifications, beverage service, and special requests.
Lead quality control through menu tastings, recipe standardization, portion control, plating/catering presentation standards, and guest feedback loops to continuously improve culinary and service outcomes.
Drive catering sales initiatives by prospecting corporate accounts, wedding planners, and event agencies; prepare RFP responses and develop custom packages to grow repeat and new business.
Prepare and manage event budgets, detailed P&L statements for large events, cash handling procedures, deposits, final invoicing, and reconciliation to meet financial targets.
Implement and use event management and point-of-sale (POS) systems to track orders, staffing, payments, deposits, event notes, and post-event analytics for reporting and forecasting.
Coordinate beverage programs including bar setup, liquor licensing compliance, beverage cost control, signature cocktail development, and responsible beverage service training.
Manage risk and insurance requirements for off-site events, ensure venue permits are obtained, and document compliance with local health, safety, and liquor laws.
Analyze historical event data and sales performance to build accurate revenue forecasts, staffing models, and seasonal demand planning to optimize labor and inventory.
Lead continuous training programs for culinary and service staff focused on presentation, upselling, emergency procedures, safety protocols, and company service standards.
Serve as primary client contact during events to maintain high-touch customer service, resolve issues quickly, collect feedback, and cultivate long-term client relationships and referrals.
Drive sustainability and waste reduction initiatives in catering operations such as portion optimization, composting, eco-friendly disposables, and vendor selection to align with company ESG goals.
Oversee equipment inventory and capital needs; recommend and manage procurement of catering assets (warming cabinets, transport racks, POS terminals) and ensure preventive maintenance schedules.

Secondary Functions

Support the sales team with menu engineering, package development, seasonal promotions, and digital menu content for the website and marketing collateral.
Provide accurate, timely reporting to senior leadership on catering revenue, margins, headcount metrics, and event KPIs for executive review.
Contribute to cross-functional initiatives such as marketing campaigns, venue partnerships, and corporate account development to increase catering market share.
Assist with recruitment and performance evaluation processes for the broader F&B team and participate in leadership meetings to align catering strategy with organizational goals.
Coordinate internal tastings, client presentation events, and sample menu distribution to enhance the sales pipeline and showcase culinary capabilities.
Maintain digital records, event histories, and client preferences within the CRM for personalized service and improved repeat business conversion.
Support ad-hoc operational process improvements by piloting new technologies, testing equipment, and documenting lessons learned for scale.

Required Skills & Competencies

Hard Skills (Technical)

Food safety certifications (ServSafe, HACCP) and deep knowledge of local health department regulations and permitting processes.
Menu development and culinary cost modeling with proven ability to control food cost percentages and improve margin.
Event management software and CRM platforms (examples: Caterease, Total Control, Tripleseat, Curate, OpenTable, Salesforce) for quotes, scheduling, and invoicing.
Point-of-sale (POS) and mobile payment systems experience for on-site transactions and deposits.
Inventory management and purchasing systems with vendor negotiation and purchase order reconciliation.
Budgeting, P&L ownership, forecasting, and analytics to produce monthly/quarterly catering financial reports and variance analyses.
Knowledge of beverage program management, drink cost controls, and liquor license compliance.
Logistics and transportation planning for off-site events, including equipment manifests and rental coordination.
Contract drafting and negotiation skills for client agreements, vendor contracts, and service-level commitments.
Allergy management, special-diet menu planning (gluten-free, vegan, kosher, halal), and cross-contamination mitigation techniques.
Staff scheduling systems and labor optimization tools to align headcount with event demand and labor cost targets.
Proficiency with Microsoft Office (Excel for costing & analysis) and digital collaboration tools (Google Workspace, Slack).

Soft Skills

Strong leadership with staff development, coaching, and conflict-resolution experience in fast-paced event environments.
Exceptional client-facing communication and relationship-building skills; consultative selling mindset.
High attention to detail and quality orientation for food presentation, timing, and service standards.
Excellent organizational and time-management skills; adept at prioritizing simultaneous events and deadlines.
Calm under pressure with rapid problem-solving ability during live events and service disruptions.
Negotiation and persuasion skills for vendor contracts and upselling catering packages.
Adaptability and flexibility to manage unpredictable event changes and scope adjustments.
Commercial acumen and strategic thinking to grow revenue and optimize operations.
Team-player attitude with cross-functional collaboration across sales, culinary, venue operations, and finance.
Cultural sensitivity and customer-service empathy when catering diverse client needs and events.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent plus relevant hospitality/catering experience.

Preferred Education:

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

Relevant Fields of Study:

Hospitality Management
Culinary Arts
Business Administration
Event Management
Food Service Management

Experience Requirements

Typical Experience Range:

3–7+ years in catering, banquet management, or high-volume food service operations; at least 1–2 years in a supervisory or managerial role preferred.

Preferred:

Proven track record managing large-scale off-site events and on-premise banquets, experience with corporate catering accounts, weddings and social events, demonstrated P&L responsibility, and prior success growing catering revenue and improving operational efficiencies.