Catering Coordinator

Job Duties/Requirements:

Potomac Hospitality Group seeks to hire a Catering Coordinator that will be responsible for assisting the Executive Leadership of Potomac and the Catering Sales staff. Their role will involve direct contact with customers, updating and organizing files, scheduling meetings and managing calendars, writing and proofreading, emailing, assisting with catering sales orders, and more. This role holds duties related to sales/marketing, administration, and coordination for on and off premise catering events. Catering Coordinator entails a need for excellent attention to detail and communication skills; ability to multitask on a variety of projects simultaneously, accurate distribution of pertinent information both internally to all departments as well as to clients and related vendors. This is a part-time position that may require some weekend, evening, and holiday shifts. This is a part-time position that may require some weekend, evening, and holiday shifts.

Essential Functions:

● Inputs and maintains all reserve data for all events including inquiries, tentative and definite. Details function sheets with equipment needs and rental orders.

● Creates captain’s packets for each event including staff sheets, equipment pulls, beverage pulls, signage, expo sheets, etc. as needed and assures that captains are in receipt of packet.

● Creates buffet signage and printed menus as required for each event

● Assembles and performs upkeep of organized event files including all correspondence, orders, invoices, payments, proposals, function sheets, etc

● Processes certificate of insurance requests.

● Intakes inquiries including all pertinent event information, client contact, date, time, format, number of guests, location, etc.

● Prepares proposals for events and submits staff requisitions.

● Supports sales initiatives through research, marketing interface, communications and sourcing

● Works with the marketing department on materials and promotions.

● Assists with client walkthroughs of venue spaces and provides on-site sales representation at events as scheduled.

● Receives and processes all deposits.

● Reviews reserve financial entry to assure accurately forecasted and communicate with accounting on any needs, clarification, etc.

● Prepares final event invoicing and expense reports on a monthly basis.

● Assists in scheduling meetings, appointments, travel, etc.

● Performs other duties as assigned.

Qualifications/Skills/Educational Requirements:

High School Diploma or GED preferred, but not required.

Prior experience is preferred, but not required.

Must be able to pass a Level II background check

Job type: Part-time