Catering and Events Coordinator

Duties and Responsibilities
• Support the successful execution of the university's overall vision for catering and events.
• Provide administrative support for the Catering & Events team in a fast-paced, high-volume environment.
• Manage event details and maintain the event change log, ensuring event information, order sheets, calendars, and updates are communicated accurately and in a timely manner.
• Maintain event information in catering and event management software systems.
• Plan and prioritize multiple projects and daily work assignments to meet deadlines.
• Manage event billing by creating, maintaining, and sending invoices and supporting timely payment collection.
• Serve as the procurement requester by processing vendor payments and maintaining related documentation.
• Process invoices and maintain inventory information within Campus Dining's menu management system.
• Build and maintain catering menus within the catering platform, making updates based on seasonal availability and operational needs.
• Coordinate rental equipment, décor, and event props, including managing vendor contracts and confirming orders.
• Oversee rental deliveries to ensure orders are complete and accurate and resolve issues as needed.
• Develop and maintain positive working relationships with vendors and other external event partners.
• Coordinate the hiring and scheduling of student employees and contract staff as needed.
• Attend events periodically to support operations, monitor event success, and assist with setup, service, or breakdown when necessary.
• Maintain catering office supply inventory and order supplies as needed.
• Create menu cards, signage, specialty menus, and other event materials.
• Perform other duties as assigned.

Qualifications
• High school diploma is required; a college degree is preferred.
• Two to three years (24–36 months) of experience in off-site catering, restaurant operations, specialty events, or event planning is required. Experience in event production is preferred.
• Strong organizational, time management, and multitasking skills.
• Strong verbal and written communication skills with excellent attention to detail.
• Ability to work effectively with a diverse group of clients, vendors, and colleagues.
• Ability to build positive working relationships with customers, vendors, and staff.
• Ability to remain calm and work effectively under pressure.
• Knowledge of inventory management, purchasing, and supplies ordering is preferred.
• Ability to gather information, prepare reports, and maintain accurate records is preferred.
• Ability to maintain calendars, coordinate schedules, and manage multiple priorities.
• Strong problem-solving, organizational, and customer service skills.
• Proficiency with Microsoft Office and the ability to learn catering and event management software.