Catering Coordinator

Hy-Vee; Madison (WI); On-site; USD 21,000 - 30,000; Full time

Job summary

Hy-Vee's Madison, WI location is seeking a Catering Coordinator to own the full catering experience from client meetings through event execution. You will write detailed orders, coordinate with kitchen, bakery, and deli, and ensure pricing, invoicing, and contracts are handled accurately.

The role emphasizes organization, customer service excellence, and teamwork to deliver memorable events. You will build strong relationships with clients and internal teams, manage event logistics, and uphold

Qualifications

• High school diploma or equivalent required.
• 1–3 years of similar or related work experience preferred.
• Strong customer service and organization skills required.

Responsibilities

• Greet and assist customers with a friendly smile and professional demeanor.
• Meet with customers to understand catering needs and write detailed orders.
• Coordinate across kitchen, bakery, deli and other departments to fulfill events.
• Prepare and review contracts, pricing, invoices, and storewide pricing consistency.
• Ensure proper food safety, hygiene, and store policies are followed.
• Develop and maintain standards for service, cleanliness, and profitability.

Skills

Customer service

Organization

Communication

Leadership

Mathematics

Education

High school diploma or equivalent

Job description

Catering Coordinator# Hy-Vee Careers## Catering CoordinatorApply: Madison #1, Washington Ave, Madison, WI: Full time: Posted Today: End Date: November 13, 2026 (10 days left to apply): R260152Additional Considerations (if any):Must be 18+**-****At Hy-Vee our people are our strength. We promise “a helpful smile in every aisle” and those smiles can only come from a workforce that is fully engaged and committed to supporting our customers and each other.****Job Description:****Job Title:** Catering Coordinator**Department:** Market Grille**FLSA:** Hourly**Revision Date:** 07/2026**About Hy-Vee**At Hy-Vee, we believe the shortest distance between two people is a smile. We're seeking people with a passion for customer service, a willingness to learn, and a commitment to being part of a team that strives to make our customers' lives easier, healthier and happier.**The Role and Why It's Important**Our Catering Coordinators are the driving force behind some of our customers' most memorable moments, from weddings and holiday gatherings to corporate events and everyday celebrations. In this role, you'll own the full catering experience, from meeting with customers and writing detailed orders to coordinating across departments and ensuring every event goes off without a hitch.If you're someone who thrives on organization, loves working with people, and takes pride in delivering exceptional results, we'd love to have you on our team.**What You'll Do**No two days are exactly the same, but here's what you can expect:* Provide prompt, friendly customer service, greeting customers with a smile, learning their names, and going the extra mile to make every interaction a great one* Meet with customers to understand their catering needs, write detailed orders, and coordinate across all departments involved including kitchen, bakery, and deli* Set and uphold department standards for customer service, employee relations, cleanliness, sanitation, professional appearance, and overall profitability* Contact businesses and prospective customers to share information about Hy-Vee's catering services and develop contracts for exclusive Hy-Vee catering events* Determine pricing, prepare customer bills, extend and post invoices, and oversee department bookkeeping procedures* Develop and maintain standard catering practices and conduct quality control checks for multi-event catering* Organize store shows and events such as bridal and holiday shows, set up displays, and coordinate with the events coordinator for annual events* Consult with customers on rental companies and recommend equipment purchases with Store Director approval* Ensure proper temperatures and storage procedures are maintained to guarantee product freshness and control shrink* Develop guidelines for department performance in the manager's absence and instruct, assign, and coordinate work of department employees* Attend department manager meetings, obtain baseline pricing, and ensure competitive pricing in the market area* Understand and troubleshoot equipment and ensure maintenance is performed as needed* Maintain strict adherence to personal hygiene, dress standards, and all Hy-Vee policies and store guidelines* Answer phone calls and return voicemails promptly and professionally* Report to work when scheduled and work the expected number of hours**Your Skills**To be successful, you'll need to be able to:* Solve practical problems and work through complex situations with professionalism and good judgment* Communicate clearly and confidently with customers, team members, and outside vendors in person, by phone, and in writing* Compose original correspondence and follow technical manuals and guidelines* Use math skills including fractions, decimals, and percentages for pricing and invoicing* Lead and motivate a team, maintaining high standards and a positive, energetic work environment**Reporting Relationships****Accountable and Reports to:** Store Director; Store Manager; Assistant Managers of Store Operations, Perishables, and Health Wellness Home**Direct Reports:** Department Employees**Education and Experience*** High school diploma or equivalent experience required* 1 to 3 years of similar or related work experience required**Physical Requirements*** Frequently stand and walk throughout a shift in sales, food service, or delivery areas* Where applicable to the role: ability to safely use sharp knives and blades for food preparation* Where applicable to the role: exposure to heat- and burn-related hazards associated with cooking, baking, or grilling equipment* Where applicable to the role: ability to operate a delivery vehicle in accordance with applicable DOT standards* Perform repetitive standing, walking, reaching, and bending associated with order fulfillment, POS transactions, and cleaning/sanitation duties**Working Environment**This is a fast-paced role in a retail and catering environment where you'll stay busy and engaged throughout your shift. You'll have frequent exposure to noise and occasional exposure to equipment movement, temperature extremes, dirt, and cleaning chemicals or solvents. Safety is always a priority, and training is provided to help ensure a safe and supportive work environment.Are you ready to smile, apply today.*Employment is contingent upon the successful completion of a pre employment drug screen.*