Catering & Events Coordinator — Sales & Admin

Constellation; Philadelphia (Philadelphia County); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical

Vision

Commuter benefits

Discount program

EAP

401k

Sick pay

Holiday pay

Tuition reimbursement

Paid time off

Job summary

Constellation Culinary Group is seeking a detail-oriented Catering Coordinator to support Sales and Event Management teams across the Philadelphia and New Jersey region. This highly administrative role focuses on keeping sales, marketing, and event processes organized, accurate, and moving forward.

You will provide behind-the-scenes support to Directors of Catering, Event Managers, and Regional Director of Sales, including managing inquiry data, preparing proposals, and assisting with site tours

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 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.

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 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.

Skills

Administrative experience

Catering experience

Hospitality experience

Event experience

Written communication

Verbal communication

Organizational skills

Attention to detail

Multitasking

Microsoft Office

Canva

Online marketing platforms

CaterXpert

Team collaboration

Independent work

Professional demeanor

Fast-paced environment

Vendor communication

Tools

CaterXpert

Microsoft Office Suite

Spreadsheets

Canva

Job description

Constellation Culinary Group is seeking a detail-oriented Catering Coordinator to support Sales and Event Management teams across the Philadelphia and New Jersey region. This highly administrative role focuses on keeping sales, marketing, and event processes organized, accurate, and moving forward.

You will provide behind-the-scenes support to Directors of Catering, Event Managers, and Regional Director of Sales, including managing inquiry data, preparing proposals, and assisting with site tours