Catering & Events Coordinator

Palmetto Dunes Oceanfront Resort is looking for a Catering & Events Coordinator to join our team. You will serve on a team where you'll play a key role in creating memorable events and experiences. You will contribute to the success of the Resort by assisting the Catering & Events Sales Manager in soliciting, promoting, pricing, planning, and coordinating the complete details of all catering, banquet, and event functions. Days, nights and weekends will be required according to business needs. By supporting our company’s Noble Purpose, your top priority will be to “care about our guests, and the impact you make on their lives.”

ESSENTIAL JOB FUNCTIONS

• Assist the Catering & Events Sales Manager with responding to RFPs and other leads within established guidelines.
• Collect deposits as required before the event along with a signed and dated contract outlining time sensitive information needed to perform function.
• Assist with scheduling and coordinating site tours, tastings and other visitations needed to close sales.
• Populate Banquet Event Order documentation on final arrangements with client events. Obtain all specifications and pertinent information concerning the event, including but not limited to, number attending, schedule of events and menu.
• Update BEO’s throughout the planning process and communicate ALL changes with the F&B/Banquet Team.
• Collect appropriate licensing and permits from town and ensure collaboration with security.
• Regularly review upcoming event function sheets and have thorough understanding of all requirements on upcoming scheduled events. Also, ensure that the Banquet Captain/Manager makes all Catering/F & B staff completely aware of all items on the BEO and that each item has been designated to a certain team or team member for completion. This can be presented and delegated at the weekly BEO meeting.
• Assist in preparing required paperwork, including forms, reports, and event calendars in an organized and timely manner; keep the customer database up to date.
• Complete sales process to include survey, thank-you’s, and any other appropriate follow-up.
• Be present at all events to ensure that all contracted promises are met. Work hand-in-hand with the Catering/Banquet team to ensure all items on the BEO are performed and presented as contracted, and in a timely manner.
• Assist in directing the initial set up of all functions. Stay and help supervise each event until needed. Each function/event shall have either the Catering & Events Sales Manager, or the Catering & Events Sales Coordinator present until the event’s conclusion.
• Tend to the event contact’s direct needs throughout each event to ensure overall satisfaction.
• Assist with last-minute event setup (when needed), as requested by F&B/Catering Team.
• Act as an extension of the Catering & Events Sales Manager. Assist with BEO’s, contracts and potential client follow ups.
• Fill in as needed if/when the Catering & Events Sales Manager is not present and cannot fulfill their normal tasks.

GENERAL QUALIFICATIONS: EXPERIENCE, KNOWLEDGE, SKILLS

• Previous experience in catering, events, or F&B sales preferred.
• Strong verbal and written communication skills; professional and approachable demeanor.
• Detail-oriented with excellent time management and multitasking abilities.
• Proficiency with Microsoft Office; experience with Salesforce (Delphi) and MICROS is a plus.
• Comfortable working in a dynamic environment — days, nights, weekends, and holidays as business demands.
• Must have a valid driver's license.
• Team player with a “people-first” attitude who thrives in customer-facing roles.
• Willingness to work with any and all clients.

SENSORY/PHYSICAL/MENTAL REQUIREMENTS

• Be able to work in a standing position for long periods of time (up to + 8 hours).
• Be able to reach, bend, stoop, and occasionally lift up to 20 pounds.
• Be able to work in indoor and outdoor environments.
• Patience, positivity, and the willingness to make every event successful.