Catering & Events Coordinators drive catering sales and ensure the seamless execution of events. This hybrid role requires fundamental knowledge of both sales strategies and event logistics, suiting a dynamic individual with strong communication, negotiation, and organizational skills dedicated to delivering exceptional client experiences.
Responsibilities
Secure signed agreements and create BEOs for assigned incoming leads and bookings
Where applicable, accompany venue sales team or catering operations team on site tours for prospective clients
Implement designated strategies to sell and upsell catering services to new and returning clients
Respond to client requests promptly and ensure client satisfaction
Serve as onsite contact for events sold by the Area Sales Manager
Implement plans for catering events, including event orders, pull sheets, execution timelines, staffing schedules, visual appeal, and logistics layouts
Oversee the setup, execution, and breakdown of assigned events, ensuring all aspects run smoothly and efficiently
Ensure all equipment, supplies, and materials are available and in good working condition for events
Walk event spaces with Venue Sales Team before events to ensure everything is in working order and address any issues promptly
Communicate and collaborate effectively with the Area Sales Team, Culinary Team, and other departments, including location partners, involved in events, implementing new strategies and procedures where necessary to ensure events are executed flawlessly
Lead weekly BEO meetings to review all upcoming events, addressing concerns and needs for each event
Distribute Operations Plan revisions to key stakeholders when necessary
Advise Area Sales Manager on any outstanding balances due post event
Collaborate with Sales Team on floor plans and event flow
Coordinate the need for cross-utilized products/equipment
Create eye-catching and innovative F&B displays in collaboration with the Culinary Team
Oversee quality, product levels, and inventory of Catering products
Facilitate the maintenance and repairs of Catering equipment as necessary
Prepare and manage Banquet Event Orders (BEOs), diagrams, and other necessary documents
Maintain strong, positive relationships with internal and external clients to encourage repeat business
Proactively and transparently communicate with clients throughout the sales and detailing process
Work closely with clients to understand their needs, provide tailored solutions, and address any concerns promptly
Conduct pre-event meetings with internal stakeholders to finalize details and post-event follow-ups to gather feedback and foster continued development
Millions of jobs, with real people getting hired every day
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Conduct post-event follow-ups to engage clients and foster continued development
Collaborate with Area Sales team to understand event and client needs
Participate in client transitions for seamless execution
Ensure all client contracts, BEOs (Banquet Event Orders), and event details are accurately documented
Ensure compliance with local, state, and federal laws
Maintain a clean, safe, and organized work environment
Maintain accurate records of event details and outcomes
Uphold and demonstrate a complete understanding of company policies and procedures
Attend event start to ensure seamless execution of client’s vision and smooth transfer of authority to the operations team when appropriate
Develop, meet, and exceed monthly and annual catering operations budgets and plans
Analyze operational costs and inventory to maximize opportunities and minimize waste
Review all invoices, bills, and accounting-related documents for accuracy and communicate necessary changes to Accounts Payable
Minimize controllable costs, including payroll and equipment rental, associated with the operation and strategize on revenue avenues
Collect and process payments, including deposits, in accordance with company policies and contractual payment schedules
Meaningfully contribute to annual sales goals in order to meet and exceed budget
Review all invoices, bills, and accounting-related documents for accuracy and communicate necessary changes to Accounts Receivable
Thoroughly understand menu and event offering cost structure to meet profitability guidelines
Report weekly and monthly sales through Tripleseat to appropriate stakeholders
Promote an inclusive and supportive approach within the unit
Lead by example through Sustainability/Conservation efforts; display knowledge of efforts in business application
Engage with SSA/Unit in driving community effort through engagement activities and focus on opportunities of giving back
Hire, recruit, and integrate new team members (where applicable and appropriate)
Supervise assigned personnel, evaluate performance, and provide coaching and development (where applicable and appropriate)
Develop and implement training programs to motivate and mentor employees (where applicable and appropriate)
Focus on removing barriers and empowering growth and opportunity for team members at all levels (where applicable and appropriate)
Conduct regular team meetings to align goals and strategies (where applicable and appropriate)
Set individual sales targets and track progress (where applicable and appropriate)
Ensure compliance with company policies and procedures (where applicable and appropriate)
Partner with location or area sales team on site visits and communicate client needs to Area Sales team post meeting (for offsite sales support)
Conduct tastings for potential clients (for offsite sales support)
Participate in client hand-off meetings to ensure proper event execution (for offsite sales support)
Lead weekly BEO meetings (for offsite sales support)
Manage approval and distribution of information on all internal events, including collecting funds for all services rendered (for offsite sales support)
Communicate day of add-ons to Area Sales Team for proper recording and collection (for offsite sales support)
Work with District Manager of Sales to support onsite coordinators with sales responsibilities, where applicable (for offsite sales support)
Manage and maintain partner relationship, including leading gala and fundraising responsibilities (for offsite sales support)
Perform other tasks as deemed necessary
Requirements
Strong interpersonal and communication skills across all levels of an organization
Fundamental leadership skills with an understanding of the importance of team building/development, while fostering partnerships
Exceptional problem solving/decision making skills combined with the ability to be organized
Demonstrates financial management, analytical, and planning skills
Demonstrates the ability to remain flexible in a fast-paced environment
Computer knowledge and skill level for basic office functions
Physical ability to stand for extended periods and to move and handle boxes (35lbs) as necessary to operation, which entails lifting, and perform all functions as set forth above
Ability to work varied hours/days, including nights, weekends and holidays, as needed
No prior experience is required, however knowledge of catering sales, operations and/or event planning management in off-site catering, hotel or cultural attraction catering venue preferred
All education backgrounds eligible
Must be 18 or older
Nice to have:
One (1) or more years of experience
Working knowledge of Tripleseat
Benefits
Paid Time Off plan: up to 144 hours based on tenure
Medical, Dental, Vision, Life Insurance and other voluntary benefits for you and your family; employee premiums applicable
Participation in a 401(k) program with a 15% company match (must be 21 years or older, eligible after one year of employment with 1,000 hours worked, available to enroll during Open Enrollment Periods)
SSA Paid Benefit: Up to 120 hours of Paid Leave for qualifying reasons, including Parental Leave and your or your family’s serious medical conditions
Up to 40 hours Paid Bereavement
On-Demand Pay Program: Get access to a portion of earned wages before payday
Meal Plan & Employee Discounts where applicable
Tuition Discount through Partnership College
Holiday pay of 1.5x the regular rate is provided for hours worked on Christmas Day and Thanksgiving Day
Paid sick leave is provided in accordance with applicable state and local laws. Accrual rates, caps, and usage rules vary by location. Locations include: Arizona, California, Chicago, Pittsburgh, Connecticut, Illinois, Massachusetts, Michigan, Minnesota, Missouri, New Mexico, New York, Rhode Island, Washington, D.C.. Colorado: Employees accrue 1 hour of paid sick leave for every 30 hours worked, up to 48 hours per year, under the Healthy Families and Workplaces Act (HFWA). Maryland: Employees accrue at least 1 hour of paid sick and safe leave for every 30 hours worked, up to 40 hours per year, as required under the Maryland Healthy Working Families Act. Washington: Employees accrue 1 hour of paid sick leave for every 40 hours worked, in accordance with the Seattle Paid Sick and Safe Time.
Important Details
Revenue Responsibility: $50,000+
Employment type: Full-Time, non-exempt, eligible for overtime pay
About the Company
At SSA, work matters because people do. For more than 50 years, SSA has partnered with cultural attractions to design the hospitality experience journey, freeing partners to remain mission-focused. They bring together admissions, culinary, and retail with innovation and human connection to shape a seamless guest journey. Their focus is on people, innovation, and operational intelligence as a means to create special moments with lasting impact, which they call 452 Hospitality, the foundation of how they serve their partners and their communities. More than 54% of their leaders are promoted from within, reflecting their commitment to investing in people and creating opportunities to succeed.
