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Key Responsibilities and Required Skills for Catering Service Executive

💰 $30,000 - $55,000

HospitalityCateringEventsFood & Beverage

🎯 Role Definition

The Catering Service Executive is responsible for planning, coordinating and delivering high-quality catering services across corporate events, weddings, conferences and private functions. This role combines client-facing sales and account management with operational oversight — including menu development, vendor negotiation, staff scheduling and on-site event execution — to ensure seamless, profitable and compliant catering delivery. Ideal candidates demonstrate a blend of hospitality experience, strong commercial acumen, food safety knowledge, and excellent communication skills.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Catering Assistant or Catering Coordinator with hands-on event execution experience
  • Banquet or Food & Beverage Supervisor from hotels or event venues
  • Event Sales Coordinator or Junior Event Planner with catering exposure

Advancement To:

  • Senior Catering Manager or Catering Operations Manager
  • Events Manager or Food & Beverage Manager (venue-based)
  • Regional Catering Director or Head of Corporate Catering

Lateral Moves:

  • Event Planner / Wedding Coordinator
  • Account Manager for corporate hospitality
  • Supplier Relationship Manager / Vendor Partner Manager

Core Responsibilities

Primary Functions

  • Lead client consultations from initial inquiry through final billing, comprehensively understanding client goals, dietary requirements, venue constraints and budget to propose tailored catering solutions that exceed expectations.
  • Create, present and negotiate bespoke catering proposals and detailed quotations that align menu selections, staffing plans and logistics with client objectives while protecting margin and profitability.
  • Design and refine event menus in collaboration with chefs and culinary teams, ensuring seasonal sourcing, cost control, dietary accommodations (halal, kosher, vegan, gluten-free) and attractive presentation standards.
  • Conduct accurate costings and margin analysis for each event, including food cost, labor, equipment hire, transport, and sundry expenses, and implement pricing strategies to meet revenue and profitability targets.
  • Coordinate sourcing and procurement of food, beverage and disposable items by evaluating and negotiating with suppliers to secure competitive pricing, timely delivery and consistent quality.
  • Develop and implement logistics plans for each event, including loading/unloading schedules, equipment staging, transportation routing, on-site setup and breakdown to ensure timely and efficient execution.
  • Manage staffing plans: recruit, rostering, training and supervising front-of-house and kitchen event teams, ensuring appropriate skill mix and coverage for service styles such as plated service, buffet, canapé reception and cocktail functions.
  • Oversee on-site event operations as the primary point of contact, managing timelines, coordinating vendors, resolving client requests and troubleshooting operational issues in real time to deliver flawless service.
  • Ensure strict compliance with local food safety regulations, health codes and internal HACCP procedures; maintain documentation and lead regular internal audits and refresher training for staff.
  • Implement and monitor quality control processes, including tasting sessions, pre-event briefings, SOP checklists and post-event debriefs to continuously raise service standards and address client feedback.
  • Manage client relationships post-event, driving follow-up communication, satisfaction surveys and account development activities to convert one-off events into repeat business and long-term contracts.
  • Prepare and present regular operational and financial reports for senior management, highlighting event performance, profitability, inventory variances, and actionable recommendations for improvement.
  • Administer client contracts and service agreements, ensuring clear scope definitions, deposit terms, cancellation policies and liability coverage to minimize commercial and legal risk.
  • Maintain and control inventory of catering equipment, disposables and food stocks across warehouses or kitchens, implementing stock rotation, loss prevention and reorder triggers to optimize working capital.
  • Lead business development activities, supporting sales initiatives, attending site visits, participating in tastings and building referral networks with wedding planners, corporate buyers and venue partners.
  • Coordinate venue liaison and compliance: obtain necessary permits, coordinate with venue managers on access, health & safety briefings, parking, power and layout requirements for each event.
  • Implement and manage contingency and emergency plans, including alternative menus, backup suppliers and redeployment of staff, to mitigate service disruption due to weather, supplier failure or equipment issues.
  • Drive sustainability and cost-efficiency programs such as waste reduction, recyclable packaging, local sourcing and portion control to align with corporate responsibility goals and improve margins.
  • Supervise POS usage and payment processing on-site and post-event reconciliation, ensuring accurate invoicing, deposits, credit control and prompt resolution of billing disputes.
  • Mentor and develop junior catering staff through structured training programs, shadowing opportunities and performance coaching to build a resilient, skilled operations team.
  • Run regular post-event reviews with culinary, logistics and sales teams to capture lessons learned, update SOPs and implement corrective actions to prevent recurring issues.
  • Keep abreast of market trends, competitor offerings and customer preferences to evolve service packages, special cuisine options and themed catering concepts that enhance market differentiation.

Secondary Functions

  • Support ad-hoc business development requests such as custom promotions, seasonal packages and partnership proposals to attract new clients and expand revenue channels.
  • Contribute to the organization's catering strategy and roadmap by recommending technology, equipment or process improvements that increase operational efficiency and customer satisfaction.
  • Collaborate with marketing and sales teams to translate client success stories into promotional content, tasting events and digital listings that bolster lead generation.
  • Assist finance and procurement on special projects such as supplier onboarding, contract renewals, and annual budgeting cycles to align operational needs with financial plans.
  • Participate in cross-functional planning meetings (banquets, weddings, corporate events) and agile coordination sessions to align schedules, resource allocation and seasonal capacity planning.

Required Skills & Competencies

Hard Skills (Technical)

  • Menu development and culinary cost control — strong ability to design profitable menus and perform detailed per-plate costings.
  • Food safety certification and HACCP knowledge — demonstrable experience maintaining compliance with local health codes and managing safety audits.
  • Event logistics planning — competency in coordinating transport, equipment staging, timelines and on-site execution for events of varying scale.
  • Inventory and stock management — experience with inventory systems, stock rotation, loss prevention and procurement best practices.
  • Vendor and supplier negotiation — proven track record negotiating pricing, service-level agreements and delivery terms with multiple suppliers.
  • Staff scheduling and labor cost optimization — practical experience building efficient rosters, managing overtime and forecasting labor needs.
  • Contract management and commercial acumen — ability to draft and manage service contracts, billing terms and cancellation policies.
  • Point-of-sale (POS) systems and payment reconciliation — familiarity with common hospitality POS platforms and invoicing workflows.
  • Budgeting and P&L awareness — ability to monitor event profitability, prepare financial reports and recommend margin improvements.
  • CRM and lead tracking — experience using CRM tools to manage client pipelines, follow-ups and repeat business opportunities.
  • Basic venue engineering awareness — understanding of power, rigging, kitchen access and venue constraints relevant to event setup.
  • Microsoft Excel and reporting — strong spreadsheet skills for cost models, forecasting and performance dashboards.

Soft Skills

  • Client-facing communication — polished verbal and written communication with clients, stakeholders and external partners.
  • Leadership and team development — ability to motivate, mentor and hold teams accountable under high-pressure event conditions.
  • Attention to detail — meticulous planning and execution mindset to ensure consistent quality across service touchpoints.
  • Problem solving and situational judgment — quick, calm decision-making to resolve issues during live events.
  • Time management and prioritization — capacity to manage multiple concurrent events and deadlines without compromising service.
  • Negotiation and persuasion — skill in closing proposals and achieving favorable supplier or venue terms.
  • Adaptability and resilience — comfort operating in dynamic environments with last-minute changes and unpredictable demands.
  • Customer service orientation — strong focus on client satisfaction and proactive follow-up to build long-term relationships.
  • Teamwork and cross-functional collaboration — ability to coordinate across kitchen, service, sales and logistics teams.
  • Cultural sensitivity and menu inclusivity — awareness of dietary, cultural and religious requirements as they impact menu design and service.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or equivalent, with relevant hospitality/catering certifications preferred.

Preferred Education:

  • Diploma or Bachelor's degree in Hospitality Management, Culinary Arts, Hotel Management, Business Administration or related field.
  • Accredited food safety certification (e.g., ServSafe, Level 2/3 Food Hygiene) and HACCP training.

Relevant Fields of Study:

  • Hospitality Management
  • Culinary Arts
  • Event Management
  • Business Administration
  • Food Safety & Nutrition

Experience Requirements

Typical Experience Range: 2–6 years of progressive experience in catering operations, event management, hotel banquets or large-scale food service environments.

Preferred:

  • 3–5+ years specifically in catering coordination or event catering with proven P&L responsibility, supplier management and successful client delivery.
  • Demonstrable experience managing corporate events, weddings/conferences and multi-site logistics.
  • Prior experience using catering-specific software, POS systems and CRM tools.
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