Catering Coordinator

Columbus Hospitality Management; Ocala (FL); On-site; USD 38,000 - 62,000; Full time

Job summary

The World Equestrian Center is seeking a full-time Catering Coordinator to join a dynamic team focused on providing exceptional experiences. This entry-level position requires strong communication and organizational skills, proficiency in Microsoft Office, and the ability to handle multiple tasks efficiently. You'll assist with the coordination of events, interact with diverse clients, and support the sales team to ensure smooth operations.

Qualifications

• Experience in catering or event planning is required.
• Ability to manage multiple events simultaneously.
• Knowledge of food safety standards.

Responsibilities

• Prepare and distribute weekly reports and documents for events.
• Communicate with clients and manage inquiries professionally.
• Assist with proposals, contracts, and event logistics.

Skills

Communication

Organizational Skills

Attention to Detail

Adaptability

Education

High school diploma

Degree in hospitality management or culinary arts (preferred)

Tools

Microsoft Office Suite

Event management software

Job description

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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.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Management and Manufacturing

• Industries

  Hospitality

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