Catering Coordinator

Job Overview

Qualifications & Experience

Previous experience in catering sales, hospitality, restaurant management, or business development preferred
Proven ability to generate sales and build new business relationships
Strong communication, negotiation, customer service, and leadership skills
Excellent organizational and time-management skills, including managing multiple catering orders and deadlines at once
Proficient with basic computer tools, including email, spreadsheets, and sales tracking

Responsibilities

Catering Sales & Business Development

Develop and carry out strategies to grow catering sales and meet or exceed revenue goals
Identify new business opportunities in local markets through outside sales calls, networking, and community outreach
Build relationships with corporate offices, schools, churches, hospitals, sports organizations, and community groups — and turn them into long-term repeat accounts
Look for opportunities to increase average order value

Customer Relationships

Answer all catering inquiry calls and messages, be the main point of contact from first question to event day, and respond promptly to quote requests and other customer needs
Help customers build their order — guide menu choices based on party size, dietary needs, and budget
Quote accurate pricing and confirm orders, changes, and cancellations promptly
Follow up with prospective and existing customers to win new orders and generate repeat business, and after events to check on their experience, gather feedback, and identify future catering opportunities
Resolve customer concerns quickly and professionally

Catering Operations

Coordinate every order with the manager of the fulfilling location — confirm the store can fulfill it on time with the right items, quantities, and packaging, ensure orders are accurate, properly packaged, and delivered on time, and communicate order and event details to store managers and internal teams
Coordinate schedules, food preparation, packaging, and delivery, drop-off, and pick-up logistics with store managers
Flag conflicts early — two big orders at one store, tight turnarounds, or staffing gaps — and solve them with the managers before event day

Orders, Invoicing & Financial Performance

Create invoices for every catering order to share with store manager
Correctly calculate all costs — food, quantities, delivery/setup fees, and taxes — and double-check totals before sending
Manage catering costs, labor, and profitability
Track catering sales and progress toward goals, and share regular sales and performance updates with leadership
Maintain accurate records of leads, quotes, bookings, and sales activity in the tracking system, so every catering is logged, findable, and accounted for

Scheduling & Team

Place all catering orders on the team calendar with the details the stores need — date, time, location, items, and customer contact — and keep it current when orders change, cancel, or move
Support team members involved in catering sales, set clear expectations for order accuracy and customer service, and work with the office and store teams to make sure they're prepared to fulfill catering orders
Promote teamwork, accountability, and consistent service across all eight locations