Catering Coordinator

POSITION SUMMARY

The Catering & Events Coordinator plays an important role in creating memorable experiences for the Club’s Members and their guests. Working closely with the Catering & Events Director, this position helps bring events to life through thoughtful planning, attention to detail, and exceptional service. From intimate Member gatherings to weddings and large social celebrations, the Coordinator helps ensure every event reflects the Club’s high standards of hospitality and excellence.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Member Relations & Event Sales: Build strong relationships with Members and prospective clients, showcase the Club’s facilities, and promote its catering and event services.
• Event Planning & Coordination: Partner with Members and clients to plan and coordinate a variety of events, including luncheons, meetings, weddings, dinners, children’s parties, and social celebrations.
• Menu & Pricing Development: Collaborate with the Catering & Events Director and Executive Chef to develop menus, establish pricing, and customize event details to meet client expectations.
• Event Details & Vendor Coordination: Coordinate menus, place cards, signage, decorations, entertainment, vendors, deliveries, and special requests to ensure every detail is thoughtfully managed.
• Banquet Event Orders: Prepare and distribute accurate, detailed Banquet Event Orders (BEOs) outlining menus, beverages, timelines, room setups, audiovisual needs, and other event requirements.
• Room Layouts & Event Setup: Create room diagrams and coordinate event setups to ensure spaces are attractive, functional, and ready to welcome Members and guests.
• Event Execution & Service: Oversee event preparations, attend events as needed, and work with Club staff to ensure seamless execution and exceptional guest service.
• Client Follow-Up & Business Development: Maintain organized records of past and prospective events, follow up with potential clients, and identify opportunities to build lasting relationships and generate future business.
• Financial Administration: Assist with budget tracking, financial reporting, sales forecasts, event billing, and timely payment collection in collaboration with the Catering & Events Director.
• Club Social Activities: Help plan and promote engaging social activities that strengthen Member connections and enhance the overall Club experience.
• Additional Responsibilities: Support special projects and perform other duties as assigned by the Catering & Events Director or Assistant General Manager.

WORKING CONDITIONS

This position combines office responsibilities with hands-on involvement in event preparation and execution throughout the Club. A flexible schedule is essential, generally Tuesday through Saturday, with evening, holiday, and occasional Sunday or Monday availability required to support the Club’s event calendar.

SPECIAL REQUIREMENTS AND QUALIFICATIONS

The ideal candidate is personable, organized, detail-oriented, and passionate about delivering exceptional hospitality.

• Demonstrate professionalism, discretion, honesty, and integrity while maintaining the confidentiality of Club and Member information.
• Build positive relationships through a warm, outgoing, courteous, and service-oriented approach.
• Communicate clearly and professionally with Members, guests, vendors, and team members, both verbally and in writing.
• Manage multiple priorities effectively while maintaining accuracy and attention to detail.
• Remain composed, adaptable, and professional in a fast-paced environment.
• Maintain a polished appearance, professional telephone etiquette, proper grammar, and clear, legible handwriting.
• Possess accurate typing skills of at least 40 words per minute.
• Demonstrate a collaborative attitude and a genuine commitment to treating others with kindness and respect.
• Knowledge of food and beverage service is preferred.

EXPERIENCE AND EDUCATION

Previous experience in catering, event planning, hospitality, or sales is preferred, particularly within a private country club or upscale hospitality environment.

Candidates should be comfortable using Microsoft Office, event management systems, point-of-sale software, and basic graphic design programs. A college degree in hospitality management, catering sales, or a related field is preferred.

Strong communication and interpersonal skills, sound judgment, attention to detail, and the ability to work collaboratively are essential. A passion for hospitality and creating exceptional experiences for Members and their guests is highly valued.

PHYSICAL REQUIREMENTS

The physical demands and work environment described below are representative of those required to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Ability to stand, walk, climb stairs, balance, stoop, kneel, crouch, crawl, and sit as needed throughout the workday, including periods of up to eight hours.
• Ability to use hands and fingers to handle objects, tools, equipment, and controls.
• Ability to reach with hands and arms.
• Sufficient hearing and speaking ability to communicate effectively with Members, guests, vendors, and coworkers.
• Vision sufficient for reading, distance viewing, color recognition, peripheral awareness, depth perception, and adjusting focus.
• Ability to push, pull, or lift up to 30 pounds.
• Ability to move independently throughout the Clubhouse and event facilities.