Catering Services Coordinator

Catering Services Coordinator

Hourly Rate: $22.00

Job Summary:

Woodcliff Hotel & Spa is seeking a polished, detail-driven, and hospitality-focused Catering Services Coordinator to join our high-volume Catering Sales Team.

This individual will play a key client-facing role in the successful execution of 40 weddings annually, alongside a wide range of social and corporate events.

From handling critical event details and client communications to ensuring all operational elements are in place, this position is central to the guest experience.

It's the perfect opportunity for someone passionate about events who wants to grow into a Catering Sales Manager role in the near future.

Key Responsibilities:


* Serve as a primary point of contact for clients post-contract, ensuring a seamless transition from sales to planning.


* Lead and participate in client meetings, tastings, site visits, and walkthroughs with professionalism and warmth.


* Own the detailing process: gather event specs, confirm timelines, menu selections, and set expectations with clients.


* Create and maintain event documents, including BEOs, floorplans/diagrams, billing timelines, and internal memos.


* Ensure all event information is accurately entered and updated in Delphi (or equivalent CRM software).


* Track and manage key planning milestones: final counts, payments, rooming lists, seating diagrams, etc.


* Respond promptly and professionally to client emails and calls, anticipating needs and resolving issues before they arise.


* Coordinate effectively with internal departments including Culinary, Banquets, Sales, and Front Desk.


* Review and proof all event orders for accuracy; distribute to departments and lead pre-event communication when needed.


* Support day-of needs by being available during key event moments, including evenings and weekends, especially during wedding season.


* Manage post-event thank-yous, billing support, and client feedback collection to support ongoing reputation management.


* Help maintain catering materials such as proposals, menu templates, room layouts, and event guides.


* Assist with catering sales activities and marketing support when needed (e.g., bridal shows, open houses, virtual tours).


* Contribute to the success of the team through cross-functional collaboration and a service-first mindset.


* Perform other duties as assigned, with flexibility and poise under pressure.

Qualifications:


* 1-3 years of experience in events, hospitality, or catering (preferably within a hotel or venue setting).


* Confident and professional in client-facing interactions - written, phone, and in person.


* Prior experience with Delphi, Tripleseat, or similar software strongly preferred.


* Excellent time management, prioritization, and attention to detail in a deadline-driven environment.


* Clear understanding of event terminology, BEOs, service timelines, and hospital...