Catering Coordinator

About the company

Rice University

Higher education · 2 to 10 employees

What you'll do

• Bachelor's degree or equivalent experience in hospitality, event management, or a related field preferred
• 4+ years of experience in catering, hospitality operations, events, or administrative support
• Strong organizational skills and the ability to manage multiple events simultaneously
• Excellent written and verbal communication skills, with a professional and service-oriented demeanor
• Familiarity with catering software, CRM systems, or event-management tools preferred
• Ability to work occasional early mornings, evenings, and weekends depending on event schedules
• Certified Event Coordinator (CEC) certification
• Serve as the primary administrative contact for Rice Business planners requesting catered services
• Assist clients in understanding catering options, pricing, setup requirements, and service timelines
• Coordinate event details, including menu selections, room layouts, rentals, and service levels, ensuring accurate and timely communication to the Sales & Events Manager and culinary leadership
• Maintain proactive communication with clients throughout the event life cycle to ensure satisfaction and clarify evolving needs
• Create and distribute Banquet Event Orders (BEOs) for all Rice Business and Rice Hospitality Catering events
• Ensure seamless day-of-event setup by coordinating with banquet captains, production teams, and delivery drivers
• Assist in scheduling staff for catered functions, including student employees, banquet staff, and temporary labor
• Monitor event timelines to ensure service standards, food quality, and presentation align with Rice Hospitality expectations
• Maintain accurate event records, invoicing documentation, and post-event billing summaries
• Utilize university-approved software platforms to manage bookings, updates, and event communications
• Track inventory needs related to catering services (disposables, beverages, smallwares, etc.) and report shortages as needed
• Assist with menu updates, catering marketing materials, and annual pricing reviews
• Work closely with Rice Business event planners to anticipate high-volume periods and forecast operational needs
• Collaborate with the Executive Chef, Banquet Chef, and catering production team to ensure the feasibility of requested menus and service styles
• Support the Sales & Events Manager in developing standard operating procedures (SOPs) and service enhancements
• Step into an event-coordination support role when needed and work alongside the Hospitality Manager and Banquet Captains

Keywords for your resumePro

The words this employer's screening is likely to look for.