Temporary Catering Experience and Sales Coordinator - University Housing and Dining - (UTEMPS)

utaustin; Utah; On-site; USD 27,000 - 38,000; Full time

Job summary

University Housing and Dining at UT Austin is seeking a Temporary Catering Experience and Sales Coordinator to support event planning on the UT Main Campus. This 40-hour per week, temporary role involves coordinating banquet orders, client communication, and collaboration with culinary and accounts teams to ensure events run smoothly.

Earliest start date is immediate, with an end date projected to December 29, 2026.

Qualifications

• High school diploma or GED required with 3 years of catering/event experience.
• Bachelor's degree and leadership experience preferred.
• Experience with Microsoft Office and catering software for BEO management.

Responsibilities

• Confirm Banquet Event Orders (BEOs) 3-4 business days prior to events via calls/emails.
• Create BEOs and assist in event execution and setups during high volume periods.
• Coordinate with UHD accounts receivable, collect OOEFs/BEOs, and track payments.

Skills

Event coordination

Communication

Team leadership

Education

High school diploma or GED

Bachelor's degree

Tools

Microsoft Office

Catering software / BEO system

Job description

Temporary Catering Experience and Sales Coordinator - University Housing and Dining - (UTEMPS)

Hiring Department: UTemp Pool

Position Open To: All Applicants

Weekly Scheduled Hours: 40

FLSA Status: Non-Exempt from FLSA

Earliest Start Date: Immediately

Position Duration: Expected to Continue Until Dec 29, 2026

Location: UT MAIN CAMPUS

Job Details

General Notes

Temporary assignments may be filled at any time; only competitive applicants selected will be contacted and provided with instructions on the continued application process. Please no phone calls or emails. The projected end date for this temporary assignment is December 29, 2026

Responsibilities

• Confirm Banquet Event Orders (BEOs) 3-4 business days prior to the event with calls/email messages from clients, vendors, partners in a timely fashion. Ask for assistance from Assistant Director of Catering Sales and Experience when needed. Assist the Assistant Director with meetings with student organizations, clients, and representatives from other departments contracting for services provided by catering operations to ensure that requirements and expectations are met or exceeded. Sending daily event update email to Culinary Creation and Experience Production Teams. Record notes from meetings, when needed. Prepares Forty Acres Team for weekly BEO Meetings by providing detailed BEOs and updates.
• Create banquet event orders (BEO) for clients. Assist in execution and setups of events during high volume periods. Assist Student workers in tasks as needed. Represent Longhorn Hospitality as a member of the university, division, and department committees with authority to make decisions. Duties can include answering multi-line telephone, maintaining calendars, filing paperwork, and maintaining the general condition of the office. Assist with other duties as assigned.
• Ensure information for catering events is collected and submitted timely to UHD Accounts receivable this includes Official Occasion Expense Forms (OOEFs) and BEOs. Ensure OOEFs and BEOs are accurately updated and submitted timely to UHD Accounts Receivable after the event. Communicate with clients, as needed, to assist with OOEF collection. Track and communicate with leadership missing OOEFs. Collaborate with Assistant Director of Sales and Experience along with UHD accounts receivable team to identify and obtain missing information for pending or delayed OOEFs. Assist in the generation of reports to be shared with catering team, clients and internal stakeholders.
• Obtain and confirm accurate client payment information for catering events. Submit client payment information to the accounting team including credit card payments, IDT or other methods of payment. Submit necessary purchase orders (POs) as directed by the Assistant Director of Sales and Experience. Track purchase orders for catering team ensuring items are received. Maintain declining balance of PO orders and close out blanket POs at the end of fiscal year. Complete PO reconciliation by submitting invoices to UHD accounts payable for payment. Send out weekly and monthly communications to clients for assessment, send out agreement forms to student clients, and assist in maintaining the organization and functionality of the catering email account.

Required Qualifications

• High school diploma or GED. 3 years of operational experience in food service, catering, and/or event coordination. Experience in operating, maintaining, and cleaning servicing equipment and tools. Ability to complete and maintain Food Safety Training required by University Housing and Dining.
• Bachelors degree. Experience training or leading staff. Experience working in higher education. Experience with Microsoft Office. Experience with catering software and/or a BEO management system. Experience with invoicing and billing.

Hourly Rate

$23.55

Working Conditions

• Attire: Business Casual
• Standard Office Environment, Use of manual dexterity, Repetitive use of keyboard at a workstation

Work Shift

• Hours per week - 40
• The work hours are from 8:00 a.m. to 5:00 p.m.
• On-campus role.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor