Catering Coordinator

World Equestrian Center Ocala; Glendale (CA); On-site; USD 45,000 - 60,000; Full time

Job summary

The World Equestrian Center is seeking a Full-Time Catering Coordinator to manage events and coordinate catering tasks. The ideal candidate will demonstrate strong organizational and communication skills, and have a background in catering or event planning. This role involves working closely with sales and marketing teams, as well as interacting with clients and ensuring quality service.

Qualifications

• Proven experience in catering, event planning or a related customer service role.
• Knowledge of food safety standards and health regulations.
• Ability to work under pressure and meet tight deadlines.

Responsibilities

• Prepare and distribute weekly BEOs and Daily Reports.
• Support the Group Turn-Over process for confirmed bookings.
• Manage incoming calls and client inquiries.

Skills

Organizational skills

Communication skills

Interpersonal skills

Attention to detail

Education

High school diploma or equivalent

Degree in hospitality management or culinary arts (preferred)

Tools

Delphi.Salesforce

Microsoft Office Suite

Job description

The World Equestrian Center is searching for Full-Time Catering Coordinator to join our team.

Primary Responsibilities:

• Exhibit strong verbal and written communication skills in all interactions
• Demonstrate computer proficiency, particularly with Microsoft Office Suite (Word, Excel, PowerPoint)
• Maintain excellent typing and organizational skills to manage multiple tasks efficiently
• Uphold a high level of confidentiality and discretion in all responsibilities
• Display strong attention to detail and accuracy in all work
• Manage and coordinate multiple tasks and priorities effectively
• Engage in high levels of interaction with team members and other departments
• Maintain a consistently professional demeanor
• Show a willingness and ability to learn and adapt to new systems and procedures

Key Duties:

• Prepare and distribute weekly BEOs, 30- Day Report, Resume Packets, and Daily Reports
• Accurately log all incoming leads into Delphi. Salesforce
• Support and facilitate the Group Turn-Over process for confirmed bookings
• Ensure daily banquet checks are received and validated in Delphi.Salesforce
• Complete and coordinate Pre cons, Amenity Forms and Deliveries
• Assist with expense report completion and PO management in Concur
• Serve as Delphi.Salesforce system administrator for the department
• Communicate with clients on behalf of Catering and Sales personnel
• Aid during site inspections and client entertaining activities
• Professionally manage incoming calls and client inquiries
• Organize and file departmental correspondence and documents
• Update daily COMMS & White Board for coming week, events & VIP’s
• Countersigned contract turnover process
• Assist in preparing for Daily Business Review
• Support the Sales, Catering, and Marketing teams with ongoing projects and initiatives
• Perform additional duties as assigned by the Director of Sales & Marketing, Director of Revenue Management, Catering & Events Director , and other team managers
• Assisting the sales team with proposals, contracts, rate loading, and client correspondence.
• Maintaining client records, updating sales systems, and generating reports (e.g., from Salesforce or Opera).
• Scheduling meetings, site tours, client visits, and sometimes helping with event planning logistics.
• Preparing weekly/monthly sales reports, forecasting sheets, and tracking KPIs.
• Communicating between sales, operations, marketing, and finance to ensure smooth execution of deals and bookings.
• Drafting and proofreading sales materials, contracts, and presentations.

This job description in no way states or implies that these are the only duties to be performed by the associate occupying this position. Associates will be required to perform any other job-related duties assigned by their supervisor. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.

Physical Requirements:

• Associate may have to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl.
• Associate must talk and hear

Qualifications, Education, Experience, Skills, and Abilities:

• High school diploma or equivalent required; a degree in hospitality management, culinary arts, or a related field is preferred.).
• Proven experience in catering, event planning, or a related customer service role.
• Strong organizational skills and the ability to manage multiple events simultaneously.
• Excellent communication and interpersonal skills, with the ability to work with diverse clients and teams.
• Ability to work under pressure and meet tight deadlines.
• Knowledge of food safety standards and health regulations.
• Proficiency in event management software and Microsoft Office Suite.

The World Equestrian Center is managed by Columbus Hospitality Management , a company committed to providing quality service and memorable guest experiences in a positive and welcoming work environment. We are focused on supporting the needs of our team through our commitment to the family/work life balance and by providing development opportunities.

We are proud to be a Drug Free Workplace/EOE. All applicants will be required to submit to a background check prior to employment.