Key Responsibilities and Required Skills for Catering Specialist

🎯 Role Definition

A Catering Specialist is responsible for planning, preparing, executing and coordinating food and beverage services for events of varying sizes—from corporate meetings and weddings to private parties and off-site functions. The role blends culinary preparation, logistical coordination, client-facing communication, and on-site event management to deliver high-quality, safe and profitable catering experiences that meet client expectations and organizational standards.

📈 Career Progression

Typical Career Path

Entry Point From:

Line Cook or Prep Cook in a hotel or restaurant
Banquet Server / Food & Beverage Server
Event Coordinator or Catering Assistant

Advancement To:

Catering Manager / Banquet Manager
Executive Chef / Sous Chef with catering responsibilities
Director of Events / Food & Beverage Director
Corporate Sales Manager (event sales focus)

Lateral Moves:

Event Planner / Wedding Coordinator
Food and Beverage Supervisor
Private Chef / Personal Catering Specialist

Core Responsibilities

Primary Functions

Manage end-to-end catering operations for on-site and off-site events, including menu execution, staffing, transportation and on-site setup to ensure events run on schedule and meet client expectations.
Consult with clients to assess event requirements, budget, dietary restrictions and service style (buffet, plated, family-style, passed hors d'oeuvres, stations) and create tailored proposals and quotes.
Develop, price and maintain event menus and package options that align with company margins, seasonality and client preferences while recommending upsell opportunities to increase average check.
Oversee food preparation and production schedules in the kitchen to ensure quality, portion control and timely delivery for multiple simultaneous events.
Coordinate logistics for food transport, equipment, rentals and staffing, including routing, vehicle staging, staging schedules and refrigeration requirements for off-site functions.
Supervise, train and schedule catering staff—including cooks, servers, bartenders and drivers—assigning roles and ensuring adherence to service standards and workplace safety.
Execute polished on-site service and floor management, including buffet setup, plated service timing, clearing protocols and guest interactions to ensure a seamless guest experience.
Maintain strict compliance with local health regulations and internal food safety policies, including temperature control, storage protocols, allergen labeling and sanitation procedures.
Obtain and verify necessary permits and licenses for events (food permits, temporary alcohol permits, venue requirements) and ensure compliance with liquor liability rules when serving alcohol.
Order, track and manage inventory of food, beverage, disposables and equipment using inventory management systems; reconcile post-event usage and adjust par levels.
Negotiate and coordinate with external vendors—rental companies, florists, AV providers and third-party kitchens—to secure services, timelines and pricing that support event objectives.
Create detailed event run sheets, floor plans and timelines for clients and internal teams; communicate these documents clearly to staff and vendors before and during events.
Monitor food and labor costs and prepare post-event cost analyses and reconciliations to identify areas for margin improvement and operational efficiencies.
Respond to client inquiries, proposal revisions and on-the-day service issues with professional, solution-oriented communication to preserve client satisfaction and reputation.
Implement quality control checks before service, including tasting sessions, plating standards and final food temperature verifications, to ensure consistency and presentation standards.
Maintain and operate catering equipment and service ware; arrange for preventive maintenance and repairs to avoid service disruptions.
Handle on-site problem resolution—supplier issues, staffing shortages, last-minute menu changes—using rapid decision-making to maintain service continuity and guest satisfaction.
Prepare and manage accurate event invoices, deposits, payment schedules and final billing in coordination with the finance or sales team to ensure timely collections.
Train staff on allergen awareness, cross-contamination prevention and special dietary protocols (gluten-free, vegan, kosher, halal) to meet client needs safely and professionally.
Participate in sales meetings and lead tastings or site visits for potential clients, supporting business development by showcasing service capabilities and menu expertise.
Maintain comprehensive post-event documentation—client feedback, incident reports, waste logs and staff debrief notes—to drive continuous improvement.
Develop and maintain standard operating procedures (SOPs) for setup, service and breakdown to increase repeatability and quality across events.
Support marketing efforts by providing menu copy, event photos and success stories for proposals, social media and website content to attract new business.
Stay current with industry trends, sustainable sourcing practices and new service styles to refresh menu offerings, improve client appeal and reduce waste.

Secondary Functions

Cross-train kitchen and service teams to build bench strength and operational resilience for peak seasons and large events.
Participate in menu development workshops, costing sessions and tastings with culinary leadership to standardize portion sizes and presentations.
Assist with recruitment, onboarding and performance feedback for catering staff to maintain high service standards and low turnover.
Track and report on catering KPIs such as revenue per event, average order size, cost of goods sold (COGS) and client satisfaction metrics.
Partner with procurement to source local, seasonal and cost-effective ingredients while maintaining quality and vendor relationships.
Support sustainability initiatives by implementing composting, recyclable service ware and portion-control programs to reduce event waste.
Maintain accurate equipment inventories and coordinate capital purchases or rental agreements to ensure the right assets are available for each event.
Work with the sales team to develop special packages, holiday promotions and corporate accounts to diversify revenue streams.
Serve as a point of contact for venue managers, building coordinators and internal stakeholders to streamline access, setup and compliance.
Assist with basic HR tasks such as timekeeping validation and reporting staff availability for scheduling purposes.

Required Skills & Competencies

Hard Skills (Technical)

Food safety and sanitation certification (e.g., ServSafe, local Food Handler Certificate) and demonstrated ability to enforce standards.
Menu planning and recipe costing with a strong focus on portion control and profitability.
Proficiency with catering management and POS systems (examples: Caterease, Total Party Planner, SevenRooms, Toast) for proposals, invoicing and event management.
Inventory management and purchasing experience, including par-level setting and waste tracking.
Banquet and plated service techniques, buffet and station setup, and beverage service (including bar setup and alcohol service compliance).
Event logistics coordination: transportation planning, equipment staging, load-in/load-out sequencing and on-site power/water planning.
Budgeting, forecasting and post-event cost reconciliation with the ability to produce event P&L summaries.
Allergen management and special-diet preparation (gluten-free, nut-free, vegan/vegetarian, religious dietary laws).
Vendor negotiation and contract management to secure rentals, linens, staffing agencies and third-party services at favorable terms.
Kitchen production planning for large-volume prep, timing, cross-utilization of ingredients and batch cooking.
Basic culinary skills: hot and cold food production, plating and garnish standards, temperature control and finishing on-site.
Knowledge of local permitting, health department requirements and liquor licensing processes.
Familiarity with catering-specific safety equipment and transportation best practices (temperature-controlled carriers, chafing fuel safety).

Soft Skills

Exceptional client-facing communication, including consultative sales, clear proposals and calm conflict resolution during events.
Strong leadership and people-management skills to schedule, motivate and supervise diverse front-of-house and back-of-house teams.
Highly organized with meticulous attention to timelines, checklists and event details to avoid service disruptions.
Excellent multi-tasking and time-management ability to manage competing priorities across concurrent events.
Problem-solving mindset with the ability to make quick operational decisions under pressure.
Relationship-building skills for repeat business cultivation with corporate clients, venues and event planners.
Sales acumen and upselling capability to increase average order values through premium add-ons and package enhancements.
Adaptability and flexibility to handle last-minute changes, unusual venue constraints or special client requests.
Team-oriented collaboration with ability to work closely with chefs, sales, operations and external vendors.
Professional demeanor and presentation with customer-service orientation suited for high-touch events like weddings and corporate galas.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent; documented relevant experience in catering or event food service may be accepted in lieu of formal education.

Preferred Education:

Associate's or Bachelor's degree in Culinary Arts, Hospitality Management, Food Service Management or related field.

Relevant Fields of Study:

Culinary Arts / Professional Cooking
Hospitality Management / Hotel & Restaurant Management
Food Service Management / Nutrition

Experience Requirements

Typical Experience Range:

2–5 years of hands-on catering, banquet, event or large-volume hospitality experience.

Preferred:

3+ years in a dedicated catering role or banquet management position with documented success in event execution, client-facing sales or menu development. Certifications such as ServSafe, TIPS or equivalent, and valid driver's license for off-site deliveries are strongly preferred.