Key Responsibilities and Required Skills for Catering Executive

🎯 Role Definition

A Catering Executive is a frontline hospitality professional responsible for driving catering sales, designing and delivering food & beverage services for events, and ensuring operational excellence from enquiry to post-event follow-up. This role combines client-facing sales and account management with detailed event planning, kitchen coordination, on-site execution, and financial accountability. The Catering Executive works closely with operations, culinary teams, vendors and clients to deliver profitable, high-quality catering experiences while maintaining compliance with food safety and health regulations.

Optimized keywords: Catering Executive, catering sales, event catering, menu planning, food safety (HACCP/ServSafe), vendor negotiation, banquet management, on-site event supervision, hospitality operations, cost control, client relationship management.

📈 Career Progression

Typical Career Path

Entry Point From:

Catering Coordinator / Catering Sales Coordinator
Banquet Supervisor / Banquet Captain
Food & Beverage Supervisor or Sales Executive (Hospitality)

Advancement To:

Senior Catering Executive / Catering Manager
Events & Operations Manager (Hospitality)
Regional Catering Head / Director of Catering & Events

Lateral Moves:

Corporate Events Manager
Sales Manager (Hospitality & F&B)
Private Events / Wedding Planner within hospitality

Core Responsibilities

Primary Functions

Lead client-facing sales activities by responding to enquiries, qualifying leads, conducting needs assessments, and preparing customized catering proposals and formal quotations that align with client budgets and company profitability targets.
Develop detailed banquet event orders (BEOs), function sheets and timelines that capture menu selections, service style, staffing requirements, set-up/breakdown schedules, room diagrams, audio-visual needs, and special requests to ensure flawless execution.
Create and evolve seasonal and event-specific menus in collaboration with the culinary team, balancing creativity, cost-of-goods (COGS) objectives, dietary requirements, and current food trends to maximize guest satisfaction and margin.
Conduct on-site inspections and venue walkthroughs with clients and internal teams to identify logistical constraints, confirm service flow, load-in/load-out access, and equipment needs to mitigate risks and operational surprises.
Negotiate and manage contracts and service agreements with clients and third-party vendors (rentals, florists, entertainers, transportation) to secure favorable pricing, delivery windows, cancellation terms, and liability coverage.
Prepare accurate event costings, forecasts and variance reports by calculating food and beverage costs, labor hours, rental expenses, taxes, and service charges to meet revenue targets and margin expectations.
Coordinate staffing plans and rostering for events—assigning chefs, service staff, bartenders, and supervisors; overseeing pre-event briefings and role assignments to maintain service standards and labor efficiency.
Supervise on-site execution during events including set-up, plating, service timing, guest flow, and post-event breakdown—making real-time operational decisions to resolve issues and ensure client satisfaction.
Maintain strict compliance with food safety, hygiene and health regulations such as HACCP, ServSafe or local statutory requirements, including overseeing temperature controls, allergen management, and proper food storage and transport procedures.
Build and maintain relationships with corporate accounts, wedding planners, agencies and other repeat clients through regular account reviews, menu tastings, executive presentations and proactive upselling of add-on services.
Manage inventory levels for catering operations by forecasting demand, coordinating deliveries, performing stock takes, rotating perishable items, and initiating requisitions to avoid waste or shortages.
Implement quality control checklists and post-event inspections to capture guest feedback, identify service gaps, document lessons learned and drive continuous improvements to standard operating procedures.
Prepare professional tastings and menu presentations for clients and decision-makers, translating culinary concepts into memorable experiences and converting tastings into confirmed business.
Utilize CRM and event management systems to log enquiries, track proposal status, follow-up actions, contract milestones, and generate reports on pipeline, conversion rates and revenue per event.
Execute proactive upsell and cross-sell strategies such as beverage packages, premium service upgrades, themed décor, or experiential add-ons to increase average event spend and lifetime client value.
Lead supplier sourcing, vendor qualification and periodic price benchmarking to ensure quality supply chains and competitive procurement of foodstuffs, disposables, rental equipment and specialty items.
Prepare and present weekly/monthly P&L summaries for assigned accounts or events, highlighting variance explanations, cost-saving initiatives and recommendations for margin improvement.
Train, mentor and certify catering staff on service standards, portion control, menu knowledge, customer handling and emergency response procedures to build a consistent service culture.
Respond quickly and professionally to client escalations, last-minute changes, dietary restrictions or on-site incidents, deploying contingency plans and communicating clear expectations to maintain event integrity.
Coordinate logistics for multi-venue or off-site events including transportation of hot/cold items, mobile kitchen setup, staging, staging permits and compliance documentation to ensure smooth multi-location delivery.
Maintain accurate records and documentation for invoicing, deposits, vendor invoices, damage waivers and client correspondence to support timely billing and reduce disputes.
Support marketing and business development efforts by contributing to menu photography, social media content, proposals for strategic RFPs, and participation in trade shows or tasting events to grow brand presence.
Monitor competitor offerings, pricing trends and market demand in the local catering landscape to recommend service innovations, pricing adjustments and promotional packages.
Ensure sustainability goals by implementing waste-reduction practices, local sourcing strategies, eco-friendly disposables and donation programs for surplus food where feasible.
Prepare and execute post-event reviews and client follow-ups to collect testimonials, referrals and identify opportunities for repeat business or long-term corporate catering contracts.

Secondary Functions

Maintain and update the event management and CRM databases with detailed notes from client meetings, follow-ups and post-event feedback to support the sales pipeline and forecasting.
Collaborate with marketing and sales teams to develop targeted catering packages, seasonal promotions and email campaigns aimed at corporate and private client segments.
Assist in budget planning and capital requisition for catering equipment, site infrastructure or mobile kitchen investments to support business growth.
Participate in supplier audits and quality assurance visits to ensure sourcing standards and regulatory compliance are upheld across the supply chain.
Support cross-functional projects such as menu engineering initiatives, POS integration pilots, or sustainability audits that impact catering operations.
Contribute to standard operating procedure (SOP) development for food handling, event checklists and incident reporting to strengthen operational consistency.
Engage in continuous professional development by attending industry tastings, supplier showcases, hospitality seminars and food safety refresher courses.
Provide backup support for front-of-house or sales teams during peak periods or large-scale events as needed.

Required Skills & Competencies

Hard Skills (Technical)

Event Sales & Proposal Writing — skilled in converting enquiries into profitable contracts, writing clear proposals, and tailoring packages to client needs.
Menu Development & Costing — ability to design menus, calculate COGS, plate costs and margin targets using standard costing methodologies.
Food Safety & Compliance — working knowledge of HACCP, ServSafe (or local equivalent), allergen management and temperature control best practices.
Banquet Event Order (BEO) & Function Sheet Preparation — expert at producing detailed BEOs and operational run-sheets to guide event teams.
Vendor & Supplier Management — experience negotiating contracts, managing delivery schedules, and ensuring quality from third-party suppliers.
Inventory Management & Stock Control — proficiency in forecasting, stock rotation, wastage reduction and issuing purchase requisitions.
On-site Operations & Event Coordination — hands-on experience leading set-up, service flow, troubleshooting and post-event breakdown.
CRM & Event Software — familiarity with CRM tools and event management platforms such as Cvent, Caterease, Delphi, SevenRooms or similar.
POS & Billing Systems — working knowledge of point-of-sale and invoicing systems used in hospitality to process payments and reconcile accounts.
Budgeting & P&L Reporting — ability to prepare event-level budgets, monitor variances and produce actionable financial summaries.
Catering Logistics & Transportation Planning — planning for hot-holding, chilled transport, equipment rentals and site access logistics.
Quality Control & Guest Experience Measurement — using checklists, feedback forms and KPIs to drive service improvements.
Microsoft Office Suite & Reporting — advanced Excel for cost models, Word for contracts and PowerPoint for client presentations.

Soft Skills

Client-Focused Communication — polished verbal and written communication for client presentations, tastings and negotiations.
Relationship Building — strong account management skills to retain corporate and private clients and secure repeat business.
Negotiation & Sales Acumen — persuasive selling skills and effective negotiation to maximize revenue and protect margins.
Leadership & Team Supervision — capable of leading cross-functional teams during events and training staff to deliver consistent service.
Problem Solving & Decision Making — calm under pressure with the ability to make timely operational decisions during live events.
Time Management & Multitasking — managing multiple simultaneous events, deadlines and stakeholder expectations efficiently.
Attention to Detail — meticulous approach to BEO accuracy, dietary requirements and service timings to prevent failures.
Flexibility & Adaptability — willingness to work irregular hours, evenings and weekends; adaptable to changing event scopes.
Cultural Sensitivity & Discretion — handling private and high-profile events with tact, respect for client privacy and professionalism.
Customer Service Orientation — a hospitality mindset focused on exceeding guest expectations and resolving complaints effectively.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent with demonstrated experience in catering, banqueting or food & beverage operations.

Preferred Education:

Diploma or Bachelor's degree in Hospitality Management, Culinary Arts, Event Management, Business Administration or related field.

Relevant Fields of Study:

Hospitality Management
Culinary Arts / Food & Beverage Management
Event Management
Business Administration / Sales & Marketing

Experience Requirements

Typical Experience Range: 2–7 years in catering, banquet operations, event sales or hospitality roles with progressive responsibility.

Preferred:

3–5+ years as a Catering Coordinator/Executive or similar role within hotels, dedicated catering companies, conference centers or large-scale event operations.
Proven track record of managing end-to-end events, achieving sales targets, and delivering high-quality service on-site.
Prior exposure to corporate account management, private functions (weddings/socials) and multi-venue logistics is highly desirable.