Catering Operations & Events Coordinator

Elior; Philadelphia (Philadelphia County); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Medical (FT Employees)

Dental

Vision

Voluntary UNUM offering for Accident,

Discount Program

Commuter Benefits (Parking and Transit

EAP

401k

Sick Pay

Holiday Pay (9 paid holidays)

Tuition Reimbursement (FT Employees)

Paid Time Off

Job summary

Constellation Culinary Group is seeking a motivated Catering Coordinator to support Sales and Event Management teams across the Philadelphia and New Jersey region. This highly administrative role keeps sales, marketing, and event processes organized and moving forward.

The role provides behind-the-scenes support to Directors of Catering, Event Managers, and Regional Director of Sales, including managing inquiry data, proposals, and materials for site tours and meetings.

Qualifications

• Prior administrative, catering, hospitality, or event experience preferred.
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Proficient in Microsoft Office Suite; Canva and online marketing platforms preferred.
• Willing to learn CaterXpert and other catering/event systems.
• Professional, positive, and service-oriented approach.

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

Communication

Organization

Multitasking

Deadline-driven

Team collaboration

Tools

CaterXpert

Canva

Microsoft Office

Job description

Constellation Culinary Group is seeking a motivated Catering Coordinator to support Sales and Event Management teams across the Philadelphia and New Jersey region. This highly administrative role keeps sales, marketing, and event processes organized and moving forward.

The role provides behind-the-scenes support to Directors of Catering, Event Managers, and Regional Director of Sales, including managing inquiry data, proposals, and materials for site tours and meetings.