Catering Coordinator

Buro Happold; Greater London; On-site; GBP 26,000 - 34,000; Full time

Job summary

Buro Happold in London is seeking a Catering Coordinator to manage internal and external catering for meetings and events, ensuring high standards and dietary compliance.

You will coordinate supplier relationships, budgets, invoicing, and reporting, while collaborating with facilities and front-of-house teams to deliver seamless service.

The role emphasizes attention to detail, proactive problem solving, and the use of technology to improve processes and data-driven decisions.

Qualifications

• Holder of Level 3 Food Hygiene certification.
• Knowledge of Food Safety and Allergens regulations.
• Proficient in MS Office and dashboard tools.
• Strong time management and organisation.

Responsibilities

• Manage catering requests for internal and external meetings.
• Coordinate supplier relationships and budget controls.
• Prepare and fulfil catering orders and deliveries, and ensure dietary needs.
• Oversee office consumables, coffee points, and vending stock.
• Maintain catering reporting dashboard and cost allocations.
• Support office-wide events and communicate with facilities teams.

Skills

Food Hygiene Level 3

Food Safety & Allergens

MS Office

Power BI basics

Time management

Proactive communication

Customer service

Hospitality mindset

Tools

Power BI

Microsoft Excel

Job description

Thrive on openness, respect, and collaboration? Good. Us too. Join as our new Catering Coordinator

What's the purpose of the role?

As London Catering Coordinator, you will be responsible for delivering a consistently high standard of catering services that enhance the client and employee experience. This role is focused on managing catering requests, supplier relationships, reporting, budgets, and operational processes to ensure a seamless service experience.

Your attention to detail, proactive approach, and commitment to quality will help drive operational excellence and uphold our workplace standards. A willingness to embrace new technologies, including AI-enabled tools where appropriate, will support continuous improvement, efficiency, and data-driven decision-making within the catering function.

Hospitality & Catering Coordination

• Order and coordinate hospitality requests for internal and external client meetings
• Prepare and fulfil catering orders, tea/coffee requests, and deliver food to meeting places
• Receive and unpack all catering deliveries
• Ensure food presentation standards are met and dietary requirements are accommodated
• Review quality and cost-effectiveness of external catering suppliers
• Obtain feedback on catering processes and apply continual improvement

Office Consumables & Equipment Maintenance

• Daily setup, replenishment, and cleaning of office tea points
• Maintain vending machine stock and update vending software system
• Ensure daily upkeep of coffee machines, including cleaning, restocking, and coordinating maintenance
• Order and maintain stock of office consumables
• Ensure kitchen and tea point spaces are clear, tidy, and presentable

Supplier & Budget Management

• Own and manage catering supplier relationships, including contract negotiations, renewals, and onboarding
• Raise purchase orders and ensure catering costs are allocated to correct charge codes
• Oversee product quality and sustainability in line with company guidelines
• Manage catering reporting dashboard to track utilisation and operational expenditure

Team Collaboration & Event Support

• Manage London catering requests including the group inbox and calendar, responding to queries promptly
• Maintain clear and consistent communication with facilities and front of house teams
• Assist the UK Office Operations Coordinator with team and office-wide social events
• Support UK-wide catering initiatives and provide administrative assistance to the wider Catering team.

Your skills and experience:

• Hold a Level 3 in Food Hygiene
• Have in-depth knowledge of Food Safety, Allergens and Safety Regulations
• Microsoft suite intermediate/advanced
• Power BI / dashboard management beginner/intermediate
• Exceptional time management and organisational skill set
• Ability to prioritise duties, communicate, be pro-active and comfortable with working on your own initiative
• You will be enthusiastic, willing and have a can-do attitude
• You will have a positive mindset, excel at customer service, and have a passion for hospitality

A place for everyone

Buro Happold values an individual's flexible approaches to working patterns as an important part of how you work and achieve balance. We welcome applications from those who are seeking flexibility in their careers. Our exceptional portfolio of projects is the result of the diversity of thought, identities, backgrounds, and experiences that shape us. Appreciating each other’s differences is key, we want employees to feel they don’t have to mask elements of their identity to thrive. We are working to change the lack of representation of marginalised groups in the built environment. We are particularly keen to hear from anyone who feels they are underrepresented in the industry. We have much to learn from one another. Embracing differences allows us to develop the most innovative and elegant solutions.