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Key Responsibilities and Required Skills for Catering Logistics Manager

💰 $55,000 - $95,000

OperationsLogisticsEventsHospitality

🎯 Role Definition

The Catering Logistics Manager is responsible for planning, coordinating, and executing all logistics related to off-site and on-site catering events. This role combines event operations, transportation and fleet oversight, procurement and inventory control, vendor and subcontractor management, and compliance with food safety and local regulations to deliver consistent, high-quality catering experiences on time and within budget. The manager works closely with sales, culinary, warehouse, and on-site teams to translate client requirements into executable logistics plans and to troubleshoot operational challenges during load-in, service, and load-out.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Catering Coordinator / Catering Assistant
  • Logistics Coordinator or Dispatch Coordinator (hospitality/foodservice)
  • Event Coordinator or Event Production Assistant

Advancement To:

  • Senior Catering Logistics Manager
  • Director of Catering Operations
  • Head of Events & Logistics
  • Senior Operations / Supply Chain Manager (hospitality)

Lateral Moves:

  • Supply Chain Manager (foodservice)
  • Procurement / Vendor Management Lead
  • Event Production Manager
  • Fleet Operations Manager

Core Responsibilities

Primary Functions

  • Develop and execute detailed logistics plans for daily and large-scale catering events, including timeline creation, load-in/load-out sequences, equipment allocation, staffing needs, site layout, and contingency plans to ensure timely and flawless event execution.
  • Coordinate transportation and fleet operations: schedule delivery vehicles, optimize multi-stop routing for cost and time efficiency, manage drivers, and ensure vehicles are maintained, fueled, and compliant with safety and temperature-control standards.
  • Oversee inventory and warehouse operations for catering supplies and perishables: set par levels, conduct cycle counts, reconcile inventories, coordinate cold-chain management, and forecast demand to minimize waste and stockouts.
  • Manage vendor and subcontractor relationships — negotiate contracts, service-level agreements, pricing, delivery windows, and performance KPIs with suppliers for food, rentals, equipment, linens, and third-party service providers.
  • Create and manage event budgets and cost controls: prepare logistics cost estimates, track actual spend, identify cost-saving opportunities, approve purchase orders within authority limits, and report variances to leadership.
  • Ensure food safety, hygiene, and regulatory compliance across all transportation, staging, and service activities by enforcing ServSafe/HACCP principles, monitoring temperature logs, maintaining sanitation records, and coordinating inspections with local health authorities.
  • Liaise directly with sales and culinary teams to translate client orders and menus into logistical requirements, identify special service needs, and build detailed run-of-show and service orders for on-site teams.
  • Lead day-of-event operations as needed: set up staging areas, supervise load-in/load-out, coordinate timing with venue contacts, manage on-site staff and vendors, and respond to operational problems in real time to preserve service quality.
  • Implement and maintain quality control checks for plated meals, buffet setups, chafing and heating equipment, and beverage stations to guarantee consistency with client specifications and catering brand standards.
  • Develop and maintain standard operating procedures (SOPs), checklists, and playbooks for recurring events, seasonal peak periods, and emergency scenarios to ensure repeatable, scalable logistics performance.
  • Plan and execute staffing schedules for drivers, loaders, on-site set-up crews, and coordinators; recruit, train, and mentor logistics staff; conduct performance reviews and ensure appropriate certifications and licenses.
  • Utilize catering and logistics software (e.g., catering management platforms, route optimization tools, ERP/WMS integrations) to create manifests, packing lists, delivery schedules, and driver instructions; ensure accurate data entry and record-keeping.
  • Coordinate equipment rentals and asset management: track inventory of chafers, lines, transport racks, portable refrigeration, and staging materials; schedule preventative maintenance, repairs, and replacements.
  • Lead risk assessments and safety briefings for events, including lift/load procedures, traffic and parking coordination, venue access planning, and emergency response plans to mitigate liability and ensure team safety.
  • Monitor and analyze logistics performance data (on-time delivery rates, damage/mishap reports, food waste, labor hours) and produce actionable reports to improve efficiency, reduce cost-per-event, and support strategic decisions.
  • Manage special logistics for complex setups such as destination events, multi-day festivals, festivals with multiple sites, or high-security client events, including obtaining permits, coordinating with local authorities, and arranging specialty equipment.
  • Oversee returns, cleanup, and recovery operations post-event: ensure timely product returns, cleaning of reusable items, inspection for damage, and proper disposal of waste and compostables in accordance with sustainability goals.
  • Negotiate and administer service-level agreements and logistics contracts, including insurance, indemnification terms, and scope of services, to protect the company and establish clear vendor accountability.
  • Drive sustainability initiatives within logistics operations by optimizing routes, minimizing single-use packaging, establishing composting and recycling practices, and sourcing local suppliers to reduce carbon footprint and food miles.
  • Serve as primary point of escalation for client logistics issues, resolving complaints, providing remediation, and coordinating credits or corrective actions to preserve client relationships and company reputation.
  • Coordinate cross-functional readiness for peak seasons, special promotions, and high-volume weekends by developing surge staffing plans, temporary transport solutions, and warehouse expansion or staging strategies.

Secondary Functions

  • Collect, maintain, and distribute post-event logistics reports and lessons-learned summaries to sales, culinary, and executive teams to inform continuous improvement.
  • Support procurement initiatives by validating supplier performance data, participating in RFPs for logistics and rental vendors, and recommending contract renewals or terminations.
  • Contribute to digital transformation efforts by piloting new logistics software, integrating POS and ERP systems, and documenting requirements for automation of manifests and inventory replenishment.
  • Assist in designing training modules and certification pathways for logistics staff on safe food handling, vehicle operation, equipment use, and customer service expectations.
  • Participate in budget planning cycles and capital expenditure requests for fleet, refrigeration, and warehouse equipment based on projected event volume and maintenance backlogs.
  • Coordinate with marketing and sales on venue walkthroughs, menu tastings, and logistical feasibility assessments for new business opportunities or unique event requests.
  • Support HR with workforce planning, including seasonal hiring, contractor sourcing, and maintaining driver qualification files (licenses, clean driving records, drug screens).
  • Act as a backup for the Director of Operations during absences, providing leadership continuity across catering operations and vendor management responsibilities.
  • Lead small cross-functional projects (e.g., warehouse reconfiguration, rack inventory optimization, route consolidation) to drive incremental operational improvements.

Required Skills & Competencies

Hard Skills (Technical)

  • Event logistics planning and run-of-show development for catering operations
  • Route optimization and multi-stop delivery planning using routing software (e.g., Routific, OptimoRoute, Google Maps API)
  • Inventory management, cold-chain logistics, and warehouse operations (cycle counts, FIFO, temperature monitoring)
  • Vendor and contract negotiation, procurement best practices, and cost-management strategies
  • Food safety certifications and regulations knowledge (ServSafe, HACCP fundamentals, local health code compliance)
  • Budgeting, P&L awareness, cost estimating, and financial tracking for events
  • Familiarity with catering management and event software platforms (e.g., Caterease, Total Party Planner, Gather, Curate)
  • Proficiency with ERP/WMS systems and integrations (e.g., NetSuite, SAP, Fishbowl) and exportable reporting
  • Advanced Excel skills: pivot tables, VLOOKUP/XLOOKUP, forecasting models, and data-driven KPI tracking
  • Fleet management and basic vehicle maintenance oversight, DOT compliance awareness, and driver scheduling
  • Equipment and asset management, maintenance scheduling, and lifecycle planning
  • Permit acquisition and venue logistics coordination, including crowd flow and load-in/out permits

Soft Skills

  • Strong leadership and team management with ability to motivate and develop cross-functional crews
  • Clear, client-facing communication and stakeholder management at all organizational levels
  • Exceptional problem-solving and crisis management skills for on-site troubleshooting
  • Highly organized with meticulous attention to detail under tight deadlines
  • Customer-centric mindset with a commitment to service excellence and client satisfaction
  • Adaptability and resilience in fast-paced, changing event environments
  • Negotiation and conflict-resolution skills with vendors, venues, and clients
  • Analytical mindset with ability to convert operational data into actionable insights
  • Time management and prioritization skills for simultaneous event deliveries
  • Collaborative approach to working with sales, culinary, procurement, and warehouse teams

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent; demonstrated experience in catering, events, logistics, or foodservice may substitute for formal education.

Preferred Education:

  • Bachelor’s degree in Hospitality Management, Supply Chain / Logistics, Business Administration, or a related field.

Relevant Fields of Study:

  • Hospitality Management
  • Supply Chain & Logistics
  • Business Administration / Operations Management
  • Event Management / Tourism

Experience Requirements

Typical Experience Range: 3–7 years of progressive experience in catering logistics, event operations, or foodservice distribution.

Preferred:

  • 5+ years managing logistics, routing, and vendor relationships specifically within catering, hospitality, or large-scale event environments.
  • Prior experience supervising delivery fleets and warehouse teams, managing budgets, and implementing food safety programs.
  • Demonstrated track record of running complex events, negotiating vendor contracts, and improving logistics KPIs (on-time delivery, cost-per-event, waste reduction).
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