Catering Coordinator

Elior Group; Philadelphia (Philadelphia County); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Medical

Vision

UNUM benefits

Discount program

Commuter benefits

EAP

401k

Sick pay

Holiday pay

Tuition reimbursement

Paid time off

Job summary

Constellation Culinary Group seeks a motivated Catering Coordinator to support Sales and Event Management across Philadelphia and New Jersey. The role focuses on administrative tasks, data entry for inquiries, proposals, and site materials, plus assisting with client tastings and events.

Strong organization and communication are essential for success in a fast-paced team. Location at 667 N Broad St, Philadelphia, PA.

Qualifications

• Prior administrative, catering, hospitality, event experience preferred.
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Strong computer skills, including Microsoft Office Suite.
• Experience with Canva and online marketing platforms preferred.
• Ability and willingness to learn CaterXpert and other catering/event systems.

Responsibilities

• Learn and utilize CaterXpert to support daily sales and administrative needs.
• Assist in lead inquiry process by entering, maintaining, and auditing inquiries and opportunities for accuracy and completeness.
• Assist with proposal revisions, updates, re-issuing, and quality control.
• Maintain organized SharePoint files and sales resources.
• Prepare and organize BEOs, menus, and other sales/event materials as needed.
• Prepare site tour materials, including collateral packets, menus, venue information, floor plans, and client gifts.
• Assist with client tastings, sales meetings, networking events, trade shows, and sales blitzes.
• Support sales and business development projects as needed.
• Assist with third‑party vendor communication and administrative needs.
• Attend weekly BEO and event recap meetings and take notes when needed.

Skills

Administrative skills

Communication skills

Time management

Microsoft Office

Canva

CaterXpert (learning)

Team collaboration

Customer service

Detail-oriented

Tools

CaterXpert

Canva

SharePoint

Microsoft Excel

Job description

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The Role at a glance:

Constellation Culinary Group is seeking a motivated, organized, and detail-oriented Catering Coordinator to support our Sales and Event Management teams across the Philadelphia and New Jersey region.

This is a highly administrative role focused on keeping sales, marketing, and event processes organized, accurate, and moving forward. The Catering Coordinator will provide behind-the-scenes administrative support to the Directors of Catering, Event Managers, and Regional Director of Sales, including managing inquiry data, preparing proposals and reports, preparing materials for site tours and client meetings, supporting sales outreach and marketing initiatives, and assisting with event administration. The ideal candidate is highly organized, detail-oriented, comfortable managing multiple priorities, and eager to learn catering systems and processes.

What you'll be doing:

• Learn and utilize CaterXpert to support daily sales and administrative needs.
• Assist in lead inquiry process by entering, maintaining, and auditing inquiries and opportunities for accuracy and completeness.
• Assist with proposal revisions, updates, re-issuing, and quality control.
• Maintain organized SharePoint files and sales resources.
• Prepare and organize BEOs, menus, and other sales/event materials as needed.
• Prepare site tour materials, including collateral packets, menus, venue information, floor plans, and client gifts.
• Assist with client tastings, sales meetings, networking events, trade shows, and sales blitzes..
• Support sales and business development projects as needed.
• Assist Sales with maintaining venue profiles and listings on industry platforms, including uploading images, albums, menus, and updated venue information.
• Provide administrative support to Event Managers, including PRL updates, BEOs, event paperwork, and internal follow‑up.
• Assist with third‑party vendor communication and administrative needs.
• Support menu signs, menu cards, lookbooks, and other event production materials.
• Attend weekly BEO and event recap meetings and take notes when needed.
• Assist with internal follow‑up related to logistics, rentals, and event production.
• Assist Events Managers in planning, coordinating, and executing events on a need basis during peak season
• Support special projects and other administrative needs across Sales and Operations.

What we're looking for:

Qualifications & Skills

• Prior administrative, catering, hospitality, event experience preferred.
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Strong computer skills, including Microsoft Office Suite and spreadsheets.
• Experience with Canva and online marketing platforms preferred.
• Ability and willingness to learn CaterXpert and other catering/event systems.
• Ability to work independently while collaborating effectively with Sales, Operations, Culinary, and Event Management.
• Professional, positive, and service‑oriented approach.
• Comfortable working in a fast‑paced environment with competing priorities.
• Strong communication skills with coworkers, supervisors, vendors, clients, and other stakeholders.

Where you'll be working:

Location: 667 N Broad St, Philadelphia, PA 19123

• Medical (FT Employees)
• Vision
• Voluntary UNUM offering for Accident, Critical Illness and Hospital Indemnity
• Discount Program
• Commuter Benefits (Parking and Transit)
• EAP
• 401k
• Sick Pay
• Holiday Pay (9 paid holidays)
• Tuition Reimbursement (FT Employees)
• Paid Time Off

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About Constellation:

From retail spaces to office buildings, Constellation provides high‑quality business dining and catering experiences all over the United States. Constellation takes pride in building every meal around its goal of fostering connections through food and hospitality.

About Elior North America:

Elior North America is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. We are committed to diversity and encourage applications from people of all backgrounds and abilities. We take pride in supporting the development of our employees and their skills at all levels and in fostering an environment of growth.

At Elior North America, we are committed to offering growth and advancement opportunities for all of our employees. The valuable skills and experience you’ve gained with Elior will propel you further in your career, whether with our corporate office or one of our brand segments.

Disclaimer: This job description can be revised by management as needed.