Key Responsibilities and Required Skills for Catering Service Coordinator

🎯 Role Definition

The Catering Service Coordinator is the operational and client-facing backbone of catering programs, responsible for planning, coordinating, and executing food and beverage services for private and corporate events. This role blends event coordination, client relationship management, logistical planning, vendor coordination, budgeting and compliance (food safety, permits), using catering software and CRM tools to deliver consistent, on-time, profitable events while maintaining exceptional guest satisfaction.

📈 Career Progression

Typical Career Path

Entry Point From:

Catering Assistant / Catering Server
Events Coordinator / Event Assistant
Banquet Captain / Banquet Server

Advancement To:

Catering Manager / Senior Catering Manager
Events Manager / Director of Events
Sales Manager - Food & Beverage

Lateral Moves:

Corporate Event Planner
Banquet Manager
Food & Beverage Operations Coordinator

Core Responsibilities

Primary Functions

Serve as the single point of contact for clients from inquiry through post-event follow-up, creating detailed Banquet Event Orders (BEOs), confirmations and written proposals that reflect client objectives, menu selections, service levels, timelines, and pricing.
Develop accurate, itemized event estimates and final invoices using catering software and CRM systems, managing pricing, discounts, taxes, gratuities and payment terms to meet margin targets and internal finance policies.
Coordinate menu planning with executive chefs and culinary teams to ensure menu feasibility, portion control, presentation standards, dietary accommodations (allergies, religious restrictions, vegan/vegetarian, gluten-free), and cost-effective food purchasing.
Manage staffing plans for each event — including servers, bartenders, cooks, dishwashers and supervisors — preparing shift schedules, assigning roles, approving timecards and ensuring staffing levels align to service promises and safety ratios.
Direct on-site event execution for high-profile events, overseeing setup, service flow, table/floor plan implementation, timing of food stations and plated service, and ensuring professional presentation and guest satisfaction.
Control logistics and delivery coordination, including routing, equipment staging, loading/unloading, vehicle assignments, vendor arrival windows, and contingency plans for traffic, weather or venue restrictions.
Source, negotiate and manage relationships with vendors and rental partners (linens, tableware, AV, furniture, staging), negotiating favorable contract terms, rates and delivery/return windows that align with event schedules.
Maintain strict compliance with local health department regulations and food safety standards, ensuring employee certifications (ServSafe or equivalent), proper temperature control, sanitary transport, and documented HACCP practices.
Prepare and maintain detailed inventory records for food, beverage, disposables, equipment and rental items; coordinate regular stock counts, reorder points and supplier lead times to avoid shortages or excess waste.
Create, update and distribute comprehensive event run sheets and timeline checklists to internal teams, third-party vendors and venue contacts to ensure synchronized event execution and on-time service.
Track event-level and monthly KPIs such as revenue per event, average spend per guest, food and labor cost percentage, on-time arrivals, client satisfaction scores and post-event issue closure rates; generate reports for leadership and make recommendations for performance improvement.
Manage contract execution and risk mitigation, reviewing insurance requirements, venue contract clauses, indemnities and signature authority; escalate legal or operational concerns to senior management when necessary.
Lead post-event debriefs and claim resolution processes, collecting feedback from clients and internal staff, documenting lessons learned and implementing corrective actions to continually refine standard operating procedures.
Oversee point-of-sale and billing processes, ensuring accurate event charges, deposits, payment collections, credit checks for new corporate accounts and timely submission of invoices to accounts receivable.
Provide menu tastings and client consultations, preparing tasting kits, coordinating chef participation, documenting client feedback and finalizing menu selections and beverage pairings.
Implement merchandising and upsell strategies during booking and on-site service (e.g., stations, upgrades, add-ons, beverage packages) to maximize event revenue while preserving client value.
Maintain and update a library of standardized templates: BEOs, proposals, service manuals, setup diagrams and emergency response procedures to streamline operations and ensure consistency across events.
Coordinate special permits and venue approvals (liquor licenses, street closures, health permits), submitting applications, tracking approvals and liaising with municipal authorities and venue management to confirm compliance.
Train and mentor junior catering staff and temporary event personnel on service standards, safety protocols, guest interaction, portioning and equipment operation — conducting regular briefings and performance coaching.
Respond to last-minute client changes and on-site emergencies with calm, pragmatic solutions — reassigning resources, modifying service sequences, adjusting menus due to supply issues, and documenting changes for billing and reporting.
Collaborate with sales and marketing teams to convert leads into bookings by providing accurate availability, menu suggestions, budget frameworks, and promotional package details; assist in creating marketing collateral for large-scale offerings.
Maintain equipment maintenance schedules and coordinate repair or replacement of kitchen and service equipment, ensuring reliable functionality for scheduled events and minimizing operational downtime.
Negotiate and manage corporate catering accounts and recurring event programs including service level agreements (SLAs), reporting cadence, pricing escalators and consolidated billing arrangements.
Ensure sustainability initiatives are implemented where applicable — monitor food waste, recommend composting or donation partnerships, choose reusable or recyclable serviceware and report environmental impacts as part of CSR goals.
Prepare comprehensive pre-event checklists and pre-shift briefs, confirming venue access times, loading dock instructions, parking passes, insurance certificates and emergency contact lists for all stakeholders.
Maintain a polished professional presence at client meetings and events, representing the company brand, collecting testimonials and facilitating referrals to support long-term business growth.

Secondary Functions

Support marketing and sales by contributing event photos, client testimonials, menu highlights and case studies for website, social media and proposal collateral.
Assist in menu development projects, including seasonal menu cycles, cost analysis and pilot tastings to expand offering and maintain competitive differentiation.
Help maintain and optimize the catering CRM and event management software (e.g., Caterease, Total Party Planner, Planning Pod, Tripleseat) for accurate lead tracking, pipeline management and event history.
Participate in venue site inspections and vendor walkthroughs to identify logistics improvements, accessibility issues and service-level opportunities.
Prepare post-event summary reports for clients and internal stakeholders documenting metrics, feedback and recommendations for follow-up or recurring events.
Coordinate staff training sessions with culinary and service leadership on new menus, equipment, safety updates and hospitality standards.
Maintain relationships with charitable partners for surplus food donations and community events, coordinating logistics and documentation for tax and compliance purposes.
Support inventory audits and cycle counts, entering adjustments and recommendations into procurement and ERP systems.
Respond to health department inspections and audit requests by compiling records, training logs and corrective action documentation.
Assist the finance team with month-end reconciliations for catering revenue, deposits, credit memos and expense allocations related to events.

Required Skills & Competencies

Hard Skills (Technical)

Event Coordination & Execution — proven ability to plan, organize and run events from 20 to 2,000+ guests, including floor plans, timelines and service sequencing.
Menu Planning & Costing — experience developing menus with precise food cost calculations, portion control standards and profit margin optimization.
Catering Software & CRM — proficiency with catering management systems (Caterease, Tripleseat, Total Party Planner, Planning Pod) and CRM tools for quoting and client records.
Point-of-Sale & Billing — experienced in POS systems, deposit management, invoicing workflows and reconciliation.
Vendor & Contract Management — ability to negotiate supplier agreements, rental contracts and service-level expectations, with attention to SLAs and terms.
Food Safety & Compliance — ServSafe certification (or equivalent), knowledge of local health codes, HACCP principles and temperature control procedures.
Logistics & Route Planning — skills coordinating deliveries, vendor timing, equipment staging and contingency routing for multiple events.
Staffing & Labor Management — payroll/timecard oversight, shift scheduling, temporary labor coordination and performance documentation.
Inventory & Purchasing — inventory control, purchase order creation, reorder level management and supplier lead-time planning.
Permit & Licensing Knowledge — familiarity obtaining liquor permits, special event permits, health department approvals and venue-specific requirements.
Microsoft Office & Reporting — advanced Excel for budgets, cost-tracking and KPI dashboards; comfortable producing monthly operational reports.
Basic Culinary Awareness — understanding of food production timelines, plating/presentation standards and dietary accommodation practices.

Soft Skills

Exceptional verbal and written communication — clear client-facing proposals, persuasive upsell conversations and concise internal run sheets.
Customer service orientation — anticipates needs, resolves concerns promptly and maintains professionalism under pressure.
Strong organizational and time-management skills — manages multiple simultaneous events with overlapping timelines and priorities.
Attention to detail — accurate BEOs, invoicing, inventory counts and event timelines to reduce errors and increase client trust.
Problem-solving and critical thinking — quick, pragmatic decisions on-site to minimize service disruptions and protect margins.
Leadership and team coaching — motivates temporary and permanent staff, runs effective pre-shift briefings and models service standards.
Adaptability and resilience — thrives in fast-paced, changing environments and handles last-minute client requests with composure.
Sales mindset — identifies upsell opportunities, closes add-ons and communicates value to increase average event spend.
Collaboration and stakeholder management — works with chefs, F&B directors, venue managers and external vendors to align expectations and deliverables.
Cultural sensitivity and guest diplomacy — manages diverse client needs, dietary restrictions and high-profile guest interactions tactfully.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent required.

Preferred Education:

Associate or Bachelor’s degree in Hospitality Management, Event Management, Business Administration or related field preferred.

Relevant Fields of Study:

Hospitality Management
Culinary Arts
Event Management
Business Administration
Tourism & Leisure Management

Experience Requirements

Typical Experience Range:

2–5 years in catering, banquet operations or event coordination with increasing responsibility.

Preferred:

3+ years of direct catering coordination experience, including on-site event management, menu costing, vendor negotiations and staff scheduling; experience with corporate and social events and demonstrated success managing budgets and client relationships.

Certifications / Other Requirements (preferred):

ServSafe Food Protection Manager certification or equivalent.
Valid driver’s license and clean driving record (for delivery/route coordination).
Experience with common catering and POS software platforms.
Flexible availability including nights, weekends and holiday coverage as required by event schedules.