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Key Responsibilities and Required Skills for Catering Operations Coordinator

💰 $ - $

HospitalityCateringOperationsEvents

🎯 Role Definition

The Catering Operations Coordinator is a hands-on hospitality operations professional responsible for planning, coordinating, and executing catering logistics across corporate events, weddings, large parties, and recurring foodservice programs. This role owns day-to-day operational execution — staff scheduling, inventory and equipment control, vendor and kitchen coordination, on‑site event management, and adherence to food safety and local permitting requirements — while continuously optimizing costs, service quality, and client satisfaction. The ideal candidate blends hospitality customer service, logistic planning, and budget discipline, and is proficient with catering software, POS systems, and event floorplans.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Catering Assistant / Catering Server
  • Banquet Server / Banquet Setup Crew
  • Event Coordinator or Event Assistant

Advancement To:

  • Senior Catering Coordinator / Catering Manager
  • Banquet Manager or Events Manager
  • Director of Catering or Director of Food & Beverage

Lateral Moves:

  • Sales Coordinator (Catering Sales)
  • Event Production Manager
  • Vendor / Supplier Account Manager

Core Responsibilities

Primary Functions

  1. Coordinate full-service event logistics from contract sign-off through event teardown, including detailed timelines, vendor itineraries, delivery windows, load-in/load-out plans, and on-site staff assignments for each event.
  2. Create, maintain, and optimize staffing schedules and labor forecasts for cooks, servers, drivers, and setup crews to meet event requirements while controlling overtime and labor costs.
  3. Manage end-to-end vendor and supplier relationships — negotiate pricing, secure equipment rentals, confirm delivery windows, reconcile invoices, and ensure SLA compliance with preferred vendors.
  4. Drive inventory control and procurement for food, beverages, disposables, and equipment by maintaining par levels, performing cycle counts, implementing FIFO, and coordinating replenishment to avoid shortages.
  5. Serve as the primary on-site operations lead for events: supervise setup, execute floorplans, manage service flow, troubleshoot on-the-fly issues, and ensure client expectations and safety standards are met.
  6. Collaborate with culinary leadership to translate client menus into production plans, production timelines, portioning specifications, plating instructions, and transportation packaging to maintain food quality in transit.
  7. Maintain and enforce food safety, sanitation, and health department compliance across all catering activities, including documentation, temperature monitoring, HACCP practices, and staff ServSafe certifications.
  8. Prepare and monitor event budgets, post-event P&L reconciliations, cost reports, and variance analyses to identify opportunities for margin improvement and waste reduction.
  9. Oversee transport and route planning for multi-stop deliveries and mobile catering operations, coordinating drivers, vehicles, and equipment staging for efficient load sequences.
  10. Produce accurate event documents — event orders (BEOs), function sheets, packing lists, floor plans, and client confirmations — and ensure distribution to internal and external stakeholders.
  11. Implement quality assurance checklists and post-event audits to capture service feedback, incident reports, breakage/loss, and continuous improvement items.
  12. Train, mentor, and coach front-line catering staff on service standards, safety protocols, POS usage, and brand expectations; lead pre-event briefings and post-event debriefs.
  13. Manage rentals and equipment inventory (chafers, warmers, tenting, AV staging), schedule preventative maintenance, coordinate repairs, and track asset depreciation and loss.
  14. Serve as a liaison between sales and operations: attend client tastings and walkthroughs, provide operational feasibility feedback, and translate sales commitments into executable operations plans.
  15. Coordinate bar service logistics, licensing verification, alcohol inventory control, and responsible beverage service training to ensure legal compliance and guest safety.
  16. Monitor and optimize workflows across kitchen production, transport, and front-of-house service to reduce setup time, improve consistency, and maintain on-time event performance metrics.
  17. Maintain and input data in catering software, event management platforms, and CRM systems to ensure accurate forecasting, repeat client profiles, and operational analytics.
  18. Handle client escalations and service recovery on-site and post-event, documenting action plans, refunds or credits, and follow-up communications to preserve client relationships.
  19. Create and maintain emergency and contingency plans for inclement weather, equipment failure, staffing shortages, or supply chain disruptions; activate and coordinate contingency teams as needed.
  20. Assist in developing and executing sustainability initiatives — waste diversion, composting programs, reusable service ware strategies, and cost-effective sourcing of sustainable products.
  21. Ensure accurate billing by reconciling operational costs, rental charges, complimentary items, and overtime with sales and accounting teams to support timely invoicing.
  22. Analyze event performance metrics (on-time delivery rate, client satisfaction scores, food cost percentage, labor cost percentage) and recommend operational changes to leadership.

Secondary Functions

  • Support ad-hoc operational reporting requests, create weekly event capacity and utilization dashboards, and contribute data to forecasting models used by sales and finance.
  • Assist with menu costing updates in the catering management system, including ingredient pricing changes and yield adjustments to maintain accurate cost-of-goods-sold (COGS).
  • Collaborate with marketing and sales on seasonal menu rollouts, promotional events, and sample menus by providing operational feasibility and cost estimates.
  • Participate in cross-functional meetings with facilities, security, and AV teams to coordinate venue requirements, access, and event permits.
  • Contribute to the organization’s operational strategy by piloting process improvements, documenting SOPs, and helping refine the catering playbook.
  • Support recurring client engagements and contract renewals by providing operational performance summaries and recommendations for service-level improvements.

Required Skills & Competencies

Hard Skills (Technical)

  • Food Safety & Compliance: ServSafe certification or equivalent; strong knowledge of local health department regulations and HACCP principles.
  • Catering/Event Management Software: Proficiency with Caterease, Total Party Planner, TripleSeat, or equivalent catering management platforms for BEOs, scheduling, and invoicing.
  • Point-of-Sale & Payment Systems: Experience with Toast, Square, Micros, or similar POS systems; ability to reconcile payments and manage pre-authorizations.
  • Inventory Management: Experience implementing par levels, cycle counts, inventory reconciliation, and inventory accounting best practices.
  • Route & Logistics Planning: Experience with multi-stop route sequencing, manifest creation, and coordinating transport logistics for perishable goods.
  • Budgeting & Cost Control: Ability to build event budgets, run post-event P&L, manage food and labor cost percentages, and recommend margin improvements.
  • Microsoft Office / Google Workspace: Advanced Excel (pivot tables, VLOOKUP/XLOOKUP, basic macros), and strong proficiency in Google Sheets and Docs.
  • Contract & Vendor Negotiation: Proven experience negotiating service agreements, rental contracts, and supplier pricing.
  • Equipment & Asset Management: Knowledge of handling, storing, and maintaining catering equipment, chafing systems, and mobile kitchens.
  • CRM & Reporting: Comfortable using CRM platforms and building operational reports and KPIs to inform leadership decisions.

Soft Skills

  • Client-focused communication and exceptional customer service orientation.
  • Strong organizational skills with the ability to manage multiple concurrent events and priorities.
  • Leadership and team-building: ability to lead crews under pressure and provide clear direction.
  • Problem-solving and rapid decision-making in dynamic on-site situations.
  • Attention to detail and accuracy in documentation (BEOs, invoices, inventory).
  • Time management and punctuality to meet tight timelines and delivery windows.
  • Adaptability and resilience in fast-paced, changing event environments.
  • Conflict resolution and de-escalation skills for handling client or staff issues.
  • Collaborative mindset to work across sales, culinary, facilities, and finance teams.
  • Initiative and continuous-improvement focus to streamline operational workflows.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or GED required; proven on-the-job experience in catering, foodservice, or events is essential.

Preferred Education:

  • Associate or Bachelor’s degree in Hospitality Management, Culinary Arts, Business Administration, or Events Management preferred.

Relevant Fields of Study:

  • Hospitality Management
  • Culinary Arts
  • Events Management
  • Business Administration
  • Supply Chain / Logistics (helpful for large-scale operations)

Experience Requirements

Typical Experience Range:

  • 2–5 years of progressive experience in catering operations, banquet management, or event logistics; for larger accounts or high-volume operations, 3–7 years is common.

Preferred:

  • Prior experience coordinating large-scale corporate events, weddings, or multi-site catering operations.
  • Experience with catering management systems, inventory control, and demonstrated success managing P&Ls and vendor relationships.
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