Catering and Events Coordinator

    • Job Tracking ID: 512497-701848
    • Job Location: Pasadena, CA
    • Job Level: Mid Career (2+ years)
    • Level of Education: 2 year degree
    • Job Type: Full-Time/Regular
    • Date Updated: October 10, 2019
    • Years of Experience: Up to 2 Years
    • Starting Date: October 14, 2019
    • FLSA Status: Non-exempt
    • Computer Skills: Microsoft Office, Delphi, Opera PMS, and other hotel software systems
    • Certifications: NA
    • Experience: Prior hospitality experiece preferred
    • English Speaking: Excellent
    • English Writing: Excellent
    • English Reading: Excellent
    • Must be eligible to work in the U.S.A.: Yes
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Job Description:

We are seeking a highly organized Catering and Events Coordinator to join our team!

The Catering and Events Coordinator provides administrative support to the Catering and Events Manager. They respond to phone calls and email inquiries in a timely manner and log them into Delphi. Assist in the planning of events from start to finish, including site tours, greeting clients, and checking in to make sure that meetings and events are running smoothly throughout the duration.




1)      Provides administrative support to the Catering and Events Manager.


2)      Responds to inquiries and refers guests/clients to the appropriate Sales and Catering manager as necessary; ensure timely follow up on the same business day.


3)      Answering phone calls.


4)      Logging all new inquiries in Delphi and maintaining them up to date daily.


5)      Creates and maintains an accurate filing system for the Sales and Catering department.


6)      Attends all Catering and events meetings as requested.


7)      Effectively communicates with all guests and staff in a friendly, courteous and timely manner.


8)      Assist clients with menu planning, food and beverage selection, table arrangements, decoration options, etc.


9)      Assisting managers to type catering related documents, including, emails, proposals, contracts, BEOs etc. Ensuring that all correspondence is 100% accurate.


10)   Distributing BEOs to all departments on a weekly basis and updating the teams anytime there is an update and/or pop up event.


11)   Coordinating and overseeing meetings and events set-up.


12)   Receiving food orders from clients and confirming final head counts on time.


13)   Coordinating with the appropriate departments for parking vouchers and signage.


14)   Creating Signage for each event and meeting as well as checking that the signage is at the right location on time for each function and take it down after the function is over.


15)   Assisting Catering and Events Manager with billing.


16)   Maintaining high personal grooming standards and professional demeanor at all times.


Experience and Skills:


1) Ability to sit and work in front of a computer for an extended period of time or for an entire work shift.

2) Move, lift, carry, push, pull, and place objects weighing up to 50 pounds without assistance.

3) Continuous grasping, writing, standing, walking, repetitive motions, bending, climbing, listening, and hearing ability and visual acuity.

4) Reach overhead and below the knees, including bending, twisting, pulling, and stooping.



1) High school diploma.

2) A Bachelor's or Associate's degree in hospitality, culinary arts or related field preferred.

3) Prior experience in food service or hospitality industry required.

4) Ability to work in a fast-paced environment.

5) Excellent verbal and written communication skills.

6) Must have great organizational skills.

7) Computer savvy (Microsoft Word, Publisher, Outlook, Excel).

8) Opera and Delphi/Amadeus computer software knowledge preferred

9) Professional appearance.

10) Organized and punctual.

11) Must be flexible with work schedule and be able to work early mornings, days, evenings, weekends, and holidays when needed.