Catering & Special Events Supervisor

Westminster-Canterbury on Chesapeake Bay & Senior Options, LLC; Virginia Beach (VA); On-site; USD 49,000 - 59,000; Full time

Benefits offered by this job

Medical, Dental, Vision Insurance

Life & Disability Insurance

Retirement Plan with Employer Match

PTO & Holidays

Tuition Assistance + Scholarships

Employee Assistance Program

Legal/Identity Theft Protection Plans

Team Member Discounts

Career Growth & Leadership Development

Job summary

Westminster-Canterbury on Chesapeake Bay is seeking a Catering & Special Events Supervisor to oversee service staff and coordinate catering and special events. You will ensure staffing, equipment, room setups, and resources meet standards while guiding event execution from start to finish.

The role includes reviewing BEOs, scheduling, coordinating with kitchen and departments, managing invoices and deposits, and maintaining records.

Qualifications

• Minimum of three years of experience in catering and hospitality.
• Minimum of one year of leadership or supervisory experience.
• Intermediate proficiency with Microsoft Office and Google Workspace.
• Ability to learn and effectively use event management, POS, scheduling, and other departmental software.
• Strong organizational skills and attention to detail, with the ability to maintain accurate records and handle confidential information.
• Willingness to receive an annual flu vaccine.

Responsibilities

• Provide administrative and operational support to the Catering & Special Events Manager to ensure efficient departmental operations and successful execution of events.
• Review Banquet Event Orders (BEOs) to determine staffing levels, assignments, equipment, room setups, and event requirements.
• Coordinate and distribute weekly staff schedules, event sheets, staffing assignments, and operational updates to appropriate team members and departments.
• In the absence of the Catering & Special Events Manager, coordinate requests for rooms, equipment, and catering services and assist with client communication and event details.
• Supervise the setup, execution, and breakdown of Catering and Special Events, ensuring food, beverage, meeting, and service standards are consistently maintained.
• Lead and motivate service staff to provide excellent service and a high-quality resident and guest experience. Work with the Catering & Special Events Manager to hire, train, and develop service staff.
• Assist with the development and implementation of staff training plans and maintain records of employee training and required certifications.
• Communicate event details, daily activities, staffing changes, and other relevant information to the kitchen, service staff, Security, and other departments to ensure smooth event operations.
• Maintain accurate and organized event documentation, including contracts, BEOs, client records, payment records, event schedules, and related correspondence.
• Prepare and distribute weekly event invoices, miscellaneous community charges, parking updates, and other departmental communications in accordance with established procedures.
• Process and maintain accurate records of event-related deposits, payments, resident and outside guest charges, revenue, and outstanding balances. Identify and communicate discrepancies for resolution.
• Assist the Catering & Special Events Manager with daily, weekly, and monthly financial and operational reports.
• Maintain accurate event information in applicable computer systems and organized electronic and physical filing systems.
• Maintain accurate systems for the storage, requisition, distribution, and tracking of alcoholic beverages used for catered events in accordance with WCCB policies and applicable Virginia ABC regulations.
• Assist with inventory control and breakage/loss reduction of china, glassware, silverware, catering equipment, and other event-related supplies.
• Manage opening and closing side work and inspect banquet areas to ensure established cleanliness and closing standards are met.
• Maintain cleanliness and organization of front-of-house and back-of-house event areas.
• Maintain confidentiality when handling financial records, resident information, client information, and other sensitive documentation.
• Assist with special projects and additional duties as assigned by the Catering & Special Events Manager.

Skills

Leadership

Event management software

Scheduling

Inventory management

Record keeping

Microsoft Office

Google Workspace

Communication

Staff training

Education

High school diploma or equivalent

Associates degree in Business or Hospitality

Tools

POS systems

Scheduling software

Microsoft Excel

Job description

Location: 3100 Shore Drive Virginia Beach, VA 23451

Reports to: Catering and Special Events Manager

FLSA: Exempt, Salaried

Schedule: Full-time - Flexible schedule required; Days, nights and weekends based on event shedules and operational needs.

About Us

Founded in 1982, Westminster-Canterbury on Chesapeake Bay is a not-for-profit, faith-based Life Plan Community. Located along the southern shore of Chesapeake Bay, our scenic, resort-style campus is home to a vibrant community of residents and staff who share a passion for service, joy, and well-being.

Our mission? Enriching lives through the power of purpose, belonging, and wellness.

We Live Our Values Every Day

• Respect for every person
• Passion for what we do
• Professionalism in all we do

Behind every delicious meal and memorable dining experience is our incredible Dining Services Team - a dedicated group of Dining Room, Catering, Culinary and Healthcare Dining Partner professionals who bring passion, creativity, and care to every plate they serve. From perfectly prepared dishes to friendly, attentive service, this hardworking team goes above and beyond to make every meal special for our residents, staff and visitors alike. Their teamwork, attention to detail, and genuine love for what they do, creates not just great food, but a true sense of community around the table.

The Catering & Special Events Supervisor is responsible for the supervision of service staff and the successful coordination and execution of Catering and Special Events. This position motivates and guides service staff to provide excellent service while ensuring appropriate staffing, equipment, room setups, and resources for each event. Reviews Banquet Event Orders (BEOs) to determine staffing levels, assignments, buffet décor, and enhancements, and communicates event details to the kitchen, service staff, and other departments. This position also provides administrative coordination, scheduling support, documentation, financial tracking, and inventory management to ensure events are organized, properly staffed, and operated according to established WCCB procedures and quality standards. Always models our core values of respect, passion, and professionalism and holds others accountable for doing the same.

What You'll Do In This Role

• Provide administrative and operational support to the Catering & Special Events Manager to ensure efficient departmental operations and successful execution of events.
• Review Banquet Event Orders (BEOs) to determine appropriate staffing levels, assignments, equipment, room setups, and event requirements.
• Coordinate and distribute weekly staff schedules, event sheets, staffing assignments, and operational updates to appropriate team members and departments.
• In the absence of the Catering & Special Events Manager, coordinate requests for rooms, equipment, and catering services and assist with client communication and event details.
• Supervise the setup, execution, and breakdown of Catering and Special Events, ensuring food, beverage, meeting, and service standards are consistently maintained.
• Lead and motivate service staff to provide excellent service and a high-quality resident and guest experience. Work with the Catering & Special Events Manager to hire, train, and develop service staff.
• Assist with the development and implementation of staff training plans and maintain records of employee training and required certifications.
• Communicate event details, daily activities, staffing changes, and other relevant information to the kitchen, service staff, Security, and other departments to ensure smooth event operations.
• Maintain accurate and organized event documentation, including contracts, BEOs, client records, payment records, event schedules, and related correspondence.
• Prepare and distribute weekly event invoices, miscellaneous community charges, parking updates, and other departmental communications in accordance with established procedures.
• Process and maintain accurate records of event-related deposits, payments, resident and outside guest charges, revenue, and outstanding balances. Identify and communicate discrepancies for resolution.
• Assist the Catering & Special Events Manager with daily, weekly, and monthly financial and operational reports.
• Maintain accurate event information in applicable computer systems and organized electronic and physical filing systems.
• Maintain accurate systems for the storage, requisition, distribution, and tracking of alcoholic beverages used for catered events in accordance with WCCB policies and applicable Virginia ABC regulations.
• Assist with inventory control and breakage/loss reduction of china, glassware, silverware, catering equipment, and other event-related supplies.
• Manage opening and closing side work and inspect banquet areas to ensure established cleanliness and closing standards are met.
• Maintain cleanliness and organization of front-of-house and back-of-house event areas.
• Maintain confidentiality when handling financial records, resident information, client information, and other sensitive documentation.
• Assist with special projects and additional duties as assigned by the Catering & Special Events Manager.

Core Competencies

• Consistently delivers a high standard of service, ensuring a positive experience for residents, guests, and team members.
• Maintains a respectful, courteous, and professional demeanor in all interactions with clients, residents, and staff across the community.
• Demonstrates a solid understanding of proper food handling, safety standards, and sanitation practices to support a safe dining environment.
• Ability to address outside and inside inquiries
• Ability to supervise, train co-workers
• Ability to exercise discretion and work independently

Physical Requirements

• Ability to stand and walk for extended periods and remain physically active throughout events.
• Ability to lift, carry, push, and pull up to 50 pounds, including maneuvering carts and event equipment safely.
• Ability to lift, carry, and balance trays weighing approximately 20-30 pounds.
• Ability to frequently stoop, bend, reach, push, pull, and maneuver safely throughout work and event areas.
• Sufficient manual dexterity to safely operate a fire extinguisher and manipulate kitchen and event equipment.

Required

The Experience You'll Bring

• High school diploma or equivalent.
• Must be at least 21 years of age.
• Minimum of three years of experience in catering and hospitality.
• Minimum of one year of leadership or supervisory experience.
• Intermediate proficiency with Microsoft Office and Google Workspace.
• Ability to learn and effectively use event management, POS, scheduling, and other departmental software.
• Strong organizational skills and attention to detail, with the ability to maintain accurate records and handle confidential information appropriately.
• Willingness to receive an annual flu vaccine

Preferred

• Associates degree in Business Administration, Hospitality Management, or a related field.
• Demonstrated proficiency with scheduling, invoicing, inventory tracking, or departmental reporting
• Demonstrated experience with food service documentation, sanitation requirements, and Virginia ABC regulations.

Compensation & Benefits

• Compensation Range: $54,000
• Full-Time Employee (and eligible Part-Time Employee) Benefits & Perks Include:
  • Medical, Dental, Vision Insurance (Available Day One!)
  • Life & Disability Insurance (Short- and Long-Term)
  • Retirement Plan with Employer Match
  • Paid Time Off (PTO) & 6 Paid Holidays (+ 2 Floating Holidays)
  • Tuition Assistance + Scholarships for You & Your Family
  • Employee Assistance Program (EAP)
  • Legal/Identity Theft Protection Plans
  • Team Member Discounts
  • Career Growth & Leadership Development Opportunities

At-Will Employment Statement Employment with our organization is "at-will" meaning that either the employee or the employer may terminate the employment relationship at any time, with or without notice, and for any reason not prohibited by law.

Equal Employment Opportunity Statement We are an equal opportunity employer and are committed to creating an inclusive and diverse workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic as outlined by applicable laws.