Catering Sales Coordinator - Part Time - San Diego Zoo

San Diego Zoo Wildlife Alliance; San Diego (CA); On-site; USD 34,000 - 44,000; Full time

Job summary

San Diego Zoo Wildlife Alliance is seeking a Catering Sales Coordinator to organize private catered events, coordinate logistics with departments and vendors, and prepare communication materials for events at the Zoo and Safari Park as well as offsite locations.

The role requires at least 4 years of event planning experience, a high school diploma, and strong vendor outreach, negotiation, and customer service skills.

Qualifications

• At least 4 years of event planning and coordination experience.
• Experience with food, beverage, and hospitality services is preferred.
• Ability to manage multiple events and vendor relationships effectively.

Responsibilities

• Coordinate private catered events (weddings, corporate, social) including site inspections and on-site oversight.
• Develop logistics with outside vendors and departments; prepare cost analyses and budgeting reports.
• Cultivate client relationships to drive revenue and manage project direction with internal teams.
• Create Event Orders and planner communications to ensure smooth event execution and high guest satisfaction.
• Track deposits, guarantees, and tickets; negotiate with outside vendors for services.
• Direct staff and volunteers during events to ensure excellent service and safety.

Skills

Vendor outreach

Event coordination

Budget tracking

Customer service

Staff leadership

Communication

Hospitality knowledge

Education

High School Diploma

Job description

HOW YOU WILL IMPACT OUR MISSION

The Catering Sales Coordinator organizes group events and meal functions as assigned; coordinates event logistics with other departments and outside parties; assures preparation of related communication documents; organizes events and activities for SDZWA both at the San Diego Zoo and Safari Park, and at offsite and regional locations. This position reports to the Catering Sales Supervisor.

WHAT YOU WILL DO

• Coordinate a variety of private catered events, including weddings, corporate and social markets to include site inspections, overseeing of event, responding to last minute requests, resolving operational issues and ensuring high levels of customer service.
• Develops experience and plans and coordinates logistics with outside vendors, and authorities/departments as needed e.g. health department, ABC, SDPD etc. Determines event sites and creates event staffing plans, and all related logistics. Develops cost analysis for budgeting purposes including tracking expenses and revenue and reporting.
• Cultivates and steward’s clients (up to $500,000 events) through highly customized experiences and tour activities, resulting in elevated revenue impact to SDZWA. Collaborates with internal departments and manages the direction of projects and events.
• Create Event Orders and Planner for internal and external communications to ensure events are executed successfully with a high level of customer satisfaction.
• Track deposits, guarantees, and tickets.
• Contracts outside vendors for event services, negotiating best prices.
• Directs staff and volunteers at events

WHAT WE ARE LOOKING FOR

Preferred candidate with outreach strategy to identify potential food and beverage vendors within the local community and effectively communicate with potential vendors to highlight the benefits of partnering with San Diego Zoo for Food, Wine & Brew. Research and connect with all viable event vendors via email, phone, and in-person meetings to present partnership opportunities and negotiate terms of engagement with outside vendors and authorities/departments as needed. Assist in coordinating logistics and requirements with selected vendors to ensure seamless execution of food and beverage services during event. Maintain ongoing communication and relationships with vendors to foster long‑term partnerships and ensure satisfaction with the partnership experience. Onsite support the day/night of the event, May 1, 2027 - additional nights and weekends may be required.

JOB EXPERIENCE

• At least 4 years’ experience in event planning and coordination in markets including; wedding, corporate, social. Experience with food, beverage, sales, and marketing or related professional area required.

EDUCATION AND CERTIFICATIONS

• High School Diploma Required.

SKILLS AND KNOWLEDGE

• Working knowledge of food and beverage and banquet style services.
• Working knowledge of catering menu planning and development.
• Strong working knowledge of food & beverage safety standards.
• Familiar with trends in catering, food & beverage and hospitality industry.
• Demonstrated ability to work effectively with others in a diverse environment.
• Able to operate word processing, spreadsheet, and database systems (ReServe Cloud knowledge preferred).
• Able to communicate effectively (verbal and written).
• Demonstrated ability to handle multiple tasks with competing deadlines with a high level of accuracy.