Catering Event Specialist Sr 633857

Oklahoma State University; Stillwater (OK); Hybrid; USD 21,000 - 29,000; Full time

Job summary

Oklahoma State University-Stillwater is seeking a Catering Events Coordinator to serve as the primary contact for inbound client requests, promoting Student Union spaces and coordinating catering and event services for on-campus and off-campus locations.

Responsibilities include supporting conferences, banquets, receptions, and related events, partnering with University Dining Services and Meeting & Conference Services to ensure high-quality service and client retention across the shared

Qualifications

• High School Diploma or GED; planning & catering events experience preferred.
• Two years of related work experience.
• Food Handler's Permit/Serve Safe certification after hire.

Responsibilities

• Serve as the primary information source for event planning, development and execution, handling client questions and ideas.
• Respond to catering inquiries, meet with clients to secure bookings, estimate menu costs, and prepare detailed event proposals and contracts.
• Provide menu guidance, pricing, presentation options and creative solutions for events.
• Monitor catering events inside and outside the Student Union to ensure order accuracy and professionalism.
• Coordinate weekly banquet meetings with catering management and attend regular supervisory meetings.
• Complete assigned invoices promptly and assist with invoices handled by the assistant manager.
• Maintain accurate records of events and ensure front-end and back-end data are captured.
• Balance event follow-through with proactive business development and new booking generation.
• Collaborate on promotional events to enhance visibility and sales opportunities.
• Demonstrate punctuality and dependability with consistent work arrival and departure times.
• Identify opportunities to improve profitability while expanding offerings and maintaining high service standards.
• Perform other duties as assigned; ability to lift up to 50 lbs.

Skills

Communication skills

Interpersonal skills

Organizational skills

Computer skills

Education

High School Diploma or GED

Job description

Campus

OSU-Stillwater

Contact Name & Email

Tonishia Van Pelt, [e-mail]

Work Schedule

Monday through Friday, 8:00am-5:00pm with occasional evenings and weekends.

Appointment Length

Regular Continuous/Until Further Notice

Hiring Range

$15.50 - $21.00

Special Instructions to Applicants

For full consideration, please include a resume, cover letter and contact information for three professional references.

About this Position

Job Summary
Serve as the primary point of contact for inbound customer requests, both by phone and in person, with a focus on selling and marketing Student Union spaces as well as coordinating catering and event services for on-campus and off-campus locations. Responsibilities include supporting conferences, banquets, receptions, social functions, and other events. Partner with University Dining Services and Meeting & Conference Services to ensure high-quality service delivery, customer satisfaction, and long-term client retention across the shared customer base.

Key Responsibilities

• Act as the primary source of information for event planning, development, and execution, while addressing general questions, concerns, and ideas from clients.
• Respond to catering inquiries, meet with clients to secure bookings, estimate menu costs, and prepare detailed event proposals and contracts.
• Provide exceptional customer service and menu guidance, including pricing, presentation options, and creative solutions.
• Monitor and support catering events inside and outside the Student Union to confirm order accuracy, uphold presentation standards, and maintain professionalism throughout each event.
• Coordinate weekly banquet meetings with catering management staff and attend regular supervisory meetings.
• Complete assigned invoices promptly (with priority on morning tasks) and serve as back-up support for invoices handled by the assistant manager.
• Maintain accurate, reliable, and improvement-focused records of events, ensuring both front-end and back-end data are captured.
• Manage time effectively to balance event follow-through with proactive business development and new booking generation.
• Collaborate on promotional events to enhance visibility and sales opportunities.
• Demonstrate punctuality and dependability with consistent work arrival and departure times.
• Proactively identify opportunities to improve profitability while expanding product offerings and maintaining high service standards.
• Perform other duties as assigned. Ability to lift up to 50lbs.

Required Qualifications

• High School/GED

  Planning & Catering Events

  (degree must be conferred on or before agreed upon start date)

• Two years of related work experience

  Post-secondary education may be substituted for years of experience

Certifications, Registrations, and/or Licenses:

Valid Drivers License before hire. Food Handler's Permit/Serve Safe Certification after hire.

Skills, Proficiencies, and/or Knowledge:

Computer skills with the ability to learn applicable software programs. Ability to effectively apply principles and methods consistent with accepted food preparation, purchasing, and personnel management practices. Exceptional communication and interpersonal skills. Flexibility to adapt to a fast-paced environment, shifting needs, and frequent changes. Must work well under pressure. Strong organizational skills. Must be able to lift 50 lbs.

Preferred Qualifications

• Bachelor's

  Hospitality or food-related discipline, Hotel/Restaurant Administration, Culinary Arts, or Business.

• Previous food service or catering experience required. Six years of clerical or customer service experience preferred. Must possess strong computer skills. Requires a proven track record in event sales, planning, and execution. Must demonstrate effective motivational and training capabilities, as well as strong analytical skills.