Key Responsibilities and Required Skills for Catering Operations Manager

🎯 Role Definition

The Catering Operations Manager oversees day-to-day catering and event operations from contract to execution — managing vendors, staff, budgets, menus and client relationships to deliver high-quality, profitable events. This role requires strong hospitality leadership, operational discipline, food safety expertise, commercial acumen, and hands-on event logistics capability to scale service across corporate, social and large-scale functions.

Keywords: Catering Operations Manager, event operations, catering manager, food & beverage, vendor management, menu engineering, event logistics, hospitality operations.

📈 Career Progression

Typical Career Path

Entry Point From:

Catering Coordinator / Catering Sales Coordinator
Banquet Captain / Banquet Supervisor
Sous Chef or Kitchen Supervisor (with event experience)

Advancement To:

Director of Catering Operations
Regional Catering Manager / Multi-Site Catering Director
Head of Events / VP of Food & Beverage

Lateral Moves:

Food & Beverage Operations Manager
Event Sales Manager / Client Services Director

Core Responsibilities

Primary Functions

Develop, implement and continuously refine standard operating procedures (SOPs) for catering operations, including event timelines, setup/tear-down checklists, food safety protocols, and client service standards to ensure consistent, high-quality delivery across all events.
Lead onsite event execution for complex and high-volume functions by coordinating cross-functional teams (kitchen, service, logistics, AV, rentals), troubleshooting real-time issues, and ensuring events are executed on time, within scope and to client expectations.
Build and manage annual catering budgets and P&L responsibility: forecast revenue, control food and labor costs, analyze variances, and implement corrective actions to achieve margin targets and operational KPIs.
Create and maintain accurate costed menus and menu engineering strategies, performing recipe costing, portion control guidance, and vendor price benchmarking to optimize profitability without sacrificing quality or guest experience.
Manage vendor relationships and negotiate contracts with suppliers for food, beverage, rentals, linen, floral, and specialty services; maintain vendor performance scorecards and ensure timely delivery and compliance with service level agreements.
Hire, train, schedule and develop a multi-disciplinary catering team (event managers, chefs, servers, bartenders, drivers) including performance management, succession planning, and creating a culture of hospitality excellence and safety.
Oversee inventory management and procurement processes for multiple locations or catering warehouses, implementing cycle counts, par levels, waste reduction programs and inventory reconciliation procedures.
Ensure strict compliance with all food safety and health regulations (ServSafe, HACCP, local health codes), including maintaining certification records, preparing for inspections, and implementing corrective action plans where necessary.
Own the post-event reconciliation process: invoicing accuracy, client billing disputes resolution, service recovery, credit memos, and analysis of event profitability to inform continuous improvement.
Partner with sales and event planning teams during the bid and proposal stage to provide accurate operational estimates, menu recommendations, staffing models and logistical feasibility assessments to win profitable business.
Design and implement staffing models and labor deployment plans for peak seasons and large-scale events, balancing service levels with cost efficiency using historical data and forecasting tools.
Lead vendor sourcing and RFP processes for major event services, evaluate bids, compare total cost of ownership, and recommend long-term partnerships to support scalability and quality.
Implement and manage event technology and catering management software (e.g., Caterease, Total Party Planner, Curate, Salesforce integrations) to centralize orders, checklists, staffing, and reporting.
Monitor and report on operational KPIs — revenue per event, food cost %, labor cost %, on-time delivery rates, client satisfaction scores — and present actionable insights to senior leadership to drive performance improvements.
Create emergency preparedness and incident response plans for catering events (weather disruptions, foodborne illness, power outages), train staff on protocols and maintain insurance and compliance documentation.
Develop and execute continuous training programs for service excellence, upselling techniques, safety, and operational best practices to reduce turnover and elevate guest experience.
Lead quality assurance through regular site audits, food tastings, and post-event debriefs to identify process improvements and enforce brand standards across all catering touchpoints.
Drive sustainability and cost-reduction initiatives such as portion optimization, seasonal sourcing, waste diversion programs, and vendor consolidation to support margin improvement and corporate responsibility goals.
Coordinate logistics for delivery and offsite catering operations, including transportation scheduling, loading/unloading protocols, equipment manifests, and route optimization for multi-site events.
Collaborate with marketing and sales to develop catering packages, promotional menus, and seasonal offerings; support client tastings and RFP presentations to convert leads into profitable events.
Oversee capital expenditures and equipment maintenance schedules for catering production kitchens and delivery fleets, prioritizing investments that increase efficiency and reduce downtime.
Serve as primary escalation point for client issues on event days, providing rapid resolution, refunds/credits authorization within delegated limits, and ensuring client retention through strong service recovery.
Maintain detailed operational documentation, submit weekly and monthly operational reports, and contribute to strategic planning for growth of the catering business line.
Coordinate cross-departmental initiatives with culinary development, procurement, HR and finance to align catering operations with enterprise standards and broader company objectives.

Secondary Functions

Support ad-hoc client requests for customized menus, dietary accommodations (allergens, religious, medical), and bespoke event experiences by coordinating culinary resources and third-party specialists.
Contribute to the strategic development of new revenue streams — corporate meal programs, subscription catering, pop-up events, and holiday packages — by piloting concepts and operationalizing successful pilots.
Assist sales leaders with account reviews, client renewals and upsell opportunities by providing operational feasibility analysis, capacity planning and margin improvement ideas.
Participate in cross-functional project teams for new site openings, service rollouts and technology integrations, providing operational input and staffing models required for launch.
Manage relationships with facilities and venue partners to negotiate preferred terms, service access, and logistic coordination to improve execution at third-party locations.
Conduct regular training sessions and tabletop exercises for emergency response, food safety recalls, and incident communication to ensure teams are prepared and compliant.
Support sustainability programs by tracking waste metrics from events and collaborating with suppliers to source eco-friendly disposables and bulk packaging solutions.
Coordinate community outreach and corporate social responsibility events (charity dinners, food drives) to raise brand awareness and operate within budgetary constraints.

Required Skills & Competencies

Hard Skills (Technical)

Food safety certification (ServSafe Manager, HACCP knowledge) and practical compliance experience
Catering and event operations management, including banquet layouts, staffing matrices and production scheduling
Menu costing and recipe management with strong command of food cost controls and margin analysis
P&L ownership and financial acumen: budgeting, forecasting, variance analysis and cost-saving initiatives
Vendor sourcing, contract negotiation and supplier performance management
Catering/event management software (Caterease, Total Party Planner, Tripleseat, Curate) and CRM integrations
Advanced Excel skills (pivot tables, VLOOKUP/XLOOKUP, cost modeling) and experience with reporting tools
Inventory management systems and techniques (par levels, FIFO/LIFO, cycle counting)
Logistics coordination: delivery routing, fleet management and equipment manifests for offsite events
Procurement and supply chain fundamentals for perishables, dry goods and rental equipment
POS and billing reconciliation experience for events (integration with accounting systems)
Knowledge of culinary operations and portion control to support kitchen teams and vendors

Soft Skills

Strong leadership with ability to recruit, train and retain high-performing teams in a fast-paced environment
Exceptional client-facing communication and negotiation skills for RFPs, contract terms and escalations
Problem-solving and crisis management aptitude with calm, decisive action under pressure
Detail-oriented with strong organizational skills and bias for process documentation
Collaborative cross-functional partner who drives initiatives with sales, culinary, finance and procurement
Time management and prioritization — able to balance multiple concurrent events and deadlines
Coaching and performance feedback to develop staff and improve service consistency
Commercial mindset with sales orientation to convert leads and upsell services profitably
Adaptability to seasonal demand swings and fluctuating event scopes
Cultural sensitivity and ability to manage dietary/religious accommodations and diverse client needs

Education & Experience

Educational Background

Minimum Education:

Associate degree OR equivalent experience in hospitality, culinary arts, or business operations.

Preferred Education:

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

Relevant Fields of Study:

Hospitality Management
Culinary Arts / Food Service Management
Business Administration
Supply Chain / Logistics

Experience Requirements

Typical Experience Range:

3–7 years of progressive experience in catering, banquet operations, or event management with increasing responsibility.

Preferred:

5+ years managing multi-site or high-volume catering operations, proven P&L ownership, and a track record of improving margins and client satisfaction.
Experience with large-scale corporate events, weddings, or stadium/arena catering is highly desirable.