Catering and Event Coordinator

uwaterloo; Southwestern Ontario; On-site; CAD 51,000 - 64,000; Full time

Job summary

University of Waterloo seeks an Administrative Support specialist to provide comprehensive support to the Catering and Event Services team. You will manage customer contracts, oversee event logistics, and act as the first point of contact for clients and visitors.

Responsibilities include maintaining records, coordinating reservations, processing invoicing, and collaborating with sales and culinary teams to ensure exceptional service and smooth events.

Qualifications

• Experience preparing and managing event-related contracts.
• Strong organization and record-keeping abilities.
• Excellent client service and communication skills.

Responsibilities

• Prepare and manage customer contracts for events.
• Oversee event logistics and catering requirements.
• Maintain organized records of contracted business.
• Manage reservations for event spaces.
• Provide exceptional client service at reception.
• Serve as primary contact for guests.
• Process daily communications and mail.
• Assist with office supplies inventory.

Skills

Customer contracts

Event logistics

Client relations

Cash handling

Invoicing

Records management

Communication

Job description

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day.

Learn more about our recruitment process.

Job Requisition ID: 2026-02841

Time Type: Full time

Employee Group: Staff

Job Category: Administrative Support

Employment Type: Temporary

Department: Food Services - Employee Relations

Hiring Range: $51,306.48 - $64,133.10

Posting Information: This posting is for an existing vacancy.

The internal posting deadline for this position is Thursday October 1st, 2026, at 11:59PM.

Term 18 Months

Job Description:

Primary Purpose

The primary purpose of this position is to provide comprehensive administrative support to the Catering and Event Services team, ensuring the seamless execution of events and exceptional service delivery. This role involves managing customer contracts, overseeing event logistics, and serving as the first point of contact for clients and visitors. By fostering strong relationships, maintaining organized records, and actively participating in continuous improvement initiatives, the incumbent contributes to the overall success and growth of the department while enhancing customer satisfaction.

Key Accountabilities

Administrative & Finance Support

• Prepare and manage customer contracts for deliveries and full-service events, ensuring all necessary applications and permits are obtained for both internal and external clients.
• Collaborate with the Catering and Event Services Sales Manager to generate new business leads and expand the client base.
• Oversee event logistics, including catering and conference requirements for various functions such as luncheons, dinners, receptions, and bar services, ensuring all client needs are met effectively.
• Provide exceptional personalized service to clients by coordinating custom items, such as centerpieces and rentals, tailored to specific event requirements.
• Assist the management team by maintaining organized records of contracted business and related information, ensuring accurate and accessible documentation.
• Manage reservations for event spaces, ensuring optimal utilization of facilities.
• Utilize the University of Waterloo systems for the creation, management, and closure of events and bookings, ensuring compliance with institutional procedures.
• Prepare daily bank deposits and invoices in accordance with departmental policies and procedures.
• Prepare and reconcile financial documentation for final invoice submission, ensuring accuracy and compliance.
• Adhere to cash handling procedures, including daily cash reconciliation, bank deposits, preparation of cash floats/change funds, and submission of required reports to the administrative office.
• Maintain comprehensive and organized records of contracted business and related information, facilitating clarity and accessibility for the management team.

Sales & Growth Initiatives

• Actively seek opportunities to increase sales by identifying and pursuing new business leads through networking, referrals, and targeted marketing efforts.
• Foster strong relationships with current and potential clients through personalized follow-ups and consultations to understand their needs and offer tailored solutions that enhance client satisfaction and loyalty.
• Working with the Culinary team to accommodate requests on a one-off basis as per client's requests/requirements
• Organize and lead the team that will execute the event in accordance with the systems and procedures set in place by the Area Manager, Operations Manager, and Sales Manager

Reception Duties

• Serve as the primary point of contact for guests, employing proactive problem-solving skills to enhance customer satisfaction in a dynamic environment.
• Promote the Catering and Conference Services menu to both potential and existing clients, effectively highlighting offerings and addressing inquiries.
• Manage daily communications, including incoming mail, phone calls, online orders, and various requests, ensuring timely distribution and prompt responses.
• Receive, sort, and distribute incoming mail for the department, maintaining an organized workflow.
• Assist in the maintenance and inventory of office supplies and equipment, ensuring availability and optimal functionality

Other

• Participate in continuous improvement initiatives by identifying opportunities to streamline processes and enhance service delivery.
• Provide operational support during peak event periods to ensure seamless execution and maximize customer satisfaction.
• Undertake additional projects and responsibilities related to Food Service administration as assigned by management, demonstrating flexibility and adaptability in meeting departme