Catering Coordinator *The Garland Hotel*

Catering Coordinator

DEPARTMENT: Catering

SUPERVISOR: Director of Catering

UPDATED: August 2026

POSITION SUMMARY

The Catering Coordinator plays a key role in supporting the Catering Department through administrative, operational, and event-related coordination. This position serves as a central resource for managing client communications, event documentation, departmental reporting, and system administration while ensuring a seamless experience for clients, guests, and internal hotel partners.

The ideal candidate is highly organized, detail-oriented, service-focused, and thrives in a fast-paced hospitality environment where managing multiple priorities is essential.

ESSENTIAL FUNCTIONS

Administrative & Event Support

• Prepare, distribute, and maintain catering contracts, correspondence, invoices, billing documentation, and other event-related materials.

• Maintain accurate event information within Salesforce, Opera, Social Tables, and other departmental systems.

• Support Catering and Sales Managers with administrative projects and day-to-day operational needs.

• Coordinate special projects and departmental initiatives as assigned by management.

• Organize and maintain department files, records, promotional materials, and office supplies.

Client & Internal Communication

• Respond professionally to incoming telephone, email, and online inquiries.

• Route sales leads and guest inquiries to the appropriate team members.

• Serve as a liaison between clients, vendors, and hotel departments to facilitate effective communication and follow-through.

• Provide support to clients and guests when Catering Managers are unavailable.

• Communicate relevant event and sales information to internal hotel departments.

Event Documentation & Reporting

• Compile and distribute daily and weekly event-related reports and materials, including:

• Daily & Weekly Event Reports

• Banquet Event Orders (BEOs)

• Event Resumes

• Reader Boards & Event Signage

• Floor Plans

• Other event communication documents as needed

• Ensure all event documentation is accurate, complete, and distributed in a timely manner.

Internal Event Coordination

• Coordinate internal hotel events, including employee functions, training sessions, departmental meetings, community events, and marketing initiatives.

• Assist with planning, logistics, communication, and execution of internal events.

Team Support

• Provide administrative coverage during the absence of other team members.

• Anticipate department needs and proactively seek solutions.

• Maintain a high level of professionalism, confidentiality, and customer service.

• Perform other duties as assigned

• Support marketing manager with day to day tasks such as invoice processing, assist w/ charity events some nights & weekends as well as website updates and menu updates.

QUALIFICATIONS

Required Qualifications

• High school diploma or equivalent.

• Excellent verbal and written communication skills.

• Strong organizational and time-management skills.

• Ability to manage multiple priorities and deadlines in a fast-paced environment.

• Exceptional attention to detail and accuracy.

• Proficiency in Microsoft 365 applications, including Outlook, Word, Excel, and Teams.

• Strong customer service and interpersonal skills.

• Ability to work independently while collaborating effectively with cross-functional teams.

Preferred Qualifications

• Previous hospitality, catering, event planning, hotel, or customer service experience.

• Experience with Salesforce, Opera, Social Tables, or similar hospitality/event management systems.

• Experience supporting multiple managers or departments in a professional environment.

CORE COMPETENCIES

• Attention to Detail

• Organization & Time Management

• Communication

• Problem Solving

• Adaptability

• Teamwork & Collaboration

• Guest Service Excellence

• Initiative & Follow-Through

WORK ENVIRONMENT

This position operates primarily in an office environment within a hotel setting. Regular interaction with clients, guests, vendors, and hotel associates is required. The position may occasionally require attendance at events, meetings, or hotel functions outside of the office.

Exemption Status

Non-Exempt

Note: This document describes the general nature and level of work required of people in the job. It is not intended to be an all-encompassing list of responsibilities, duties, and skills.