JOB DESCRIPTION
JOB TITLE: Catering Coordinator
Department: Food Services Cedarstone Catering & Events
Report To: Catering & Events Manager
Direct Reports: N/A
1. JOB STATEMENT:
The Catering Coordinator is responsible for supporting the successful delivery and execution of all catering services at YUSC. Acting as the secondary point of contact for catering clients, the Coordinator represents the catering operation by responding to client needs in a professional, positive, and efficient manner. This role provides essential administrative support to the Catering & Events Manager, including client communications, marketing initiatives, new client engagement, and event planning assistance. By managing key office duties and utilizing various administrative software applications, the Catering Coordinator helps ensure smooth departmental operations and contributes to the seamless execution of events, even in the Catering & Events Manager’s absence.
2. ESSENTIAL FUNCTIONS:
A. Administration
- Assist Catering & Events Manager in preparing weekly Catering Agendas.
- Perform tasks and duties regarding the Event Temple event planning software, including but not limited to maintaining client profiles, menus and databases, creating weekly reports, monitoring sales forecast and financial performance, managing the booking calendar, and others.
- Performing tasks on the 7 Shifts scheduling software, as directed by the Catering & Events Manager
- Assist Catering & Events Manager with organizing and maintaining electronic folders and documents on Z-Drive.
- Coordinate the development of promotional materials in collaboration with Catering & Events Manager and Marketing Manager.
- Assist Catering & Events Manager in collecting information on competitors, existing and potential clients, and perform cold calls based on the databases provided by the Catering & Events Manager.
- Other administrative duties as assigned by Catering & Events Manager
- Attend departmental meetings as needed.
B. Sales & Events Planning
- Receive assignments to catering clients from the Catering & Events Manager.
- Be a prime point of contact for clients assigned by the Catering & Events Manager and provide guidance during the event planning process.
- Check availability, and create and manage bookings in Event Temple for assigned clientele.
- Use Event Temple to prepare Client Proposals, Banquet Event Orders, Contracts, and other client documents.
- Meet with clients to discuss menus, agendas, set-ups and other event details. Conduct site tours and space inspections.
- Through the event planning process, coordinate and confirm set-ups, menus, AV requirements and other details with Operations, Kitchen and AV teams, if needed.
- Assist Catering & Events Manager with finalizing BEOs and conducting the post-event evaluation.
- Coordinate orders and logistics for external suppliers (rental companies, AV suppliers, special catering etc.)
- Confirm that all BEOs are finalized and signed by the client 7 days prior to the event; submit confirmed BEOs to Operations supervisors and Kitchen.
C. Operations
- Supervisor during events when needed. Main point of contact for client on day of event. Check on guests and problem-solve any issues our guests may have on the day of the event.
- Work within the YUSC Service, Kitchen & Management teams and become an effective group contributor and supporter of our positive work environment and work effectively with your fellow colleagues.
- Perform monthly inventory with Catering & Events Manager
- Prepare event production sheets and packing lists for Catering leads
- Maintain small ware inventory and report any maintenance or repair needs
D. Human Resources
- Direct and support catering staff during events to maintain service quality and efficiency.
- Provide coaching, on-the-job training, and guidance to staff as required.
- Foster a positive, team-oriented work environment.
- Assist Catering & Events Manager in developing, performing, evaluating and keeping up to date and staff training programs and documents.
3. RELATIONSHIPS:
The Catering Coordinator reports directly to the Catering & Events Manager and works closely with the General Manager of Food Services, catering supervisors, catering staff, kitchen staff, and other YUSC operations teams. This role also liaises with external vendors and clients to support service delivery and ensure an exceptional guest experience.
4. WORKING CONDITIONS AND PHYSICAL ENVIRONMENT:
- Routinely moves event-related equipment throughout YUSC spaces, including tables, chairs, pipe and drape, etc.
- Exposed to kitchen environments, including open flames, sharp tools, and hot surfaces.
- Must be physically able to move quickly through work areas as required.
- Must be able to lift up to 50 lbs.
- Role requires prolonged periods of standing, lifting, carrying or sitting.
5. POLICIES & EXPECTATIONS
- The Catering Coordinator should always appear and present themselves with the highest standards of hospitality, professionalism and friendliness when interacting with clients and staff
- Ensure only the highest quality food, Beverage & service reaches our guests in accordance with all pre-established standards & specifications.
- Ensure thorough knowledge of the steps of service and how they affect the guest experience.
- Service, procedures, and timing must adhere to specified goals and reflect a commitment to maximizing the effectiveness of the operation. Anticipation of guests needs, wants and preferences do avoid delays and to address concerns before they are communicated.
- Assist other caterers & bartenders to perform more effectively. Should always be honest but respectful in comments to team members.
- Be aware of the relationship between costs and prices and know that needless wasting of product & time increases the cost to guests.
- Continually strive to improve the quality and delivery of services
- Strict Adherence to all pre-established uniform requirements with a professional & clean appearance.
- Adhere to all guests' allergies and dietary restrictions.
5. PERSONAL & PROFESSIONAL DEVELOPMENT
- Create meaningful goals & objectives and identify the leadership & career competencies you gain through your experiences at the York University Student Centre
- Learn to transfer your experiences and gained skills to your professional development and future employment and /or education
- Meet regularly with your direct manager to report and reflect on your progress and personal development throughout your employment and receive valuable feedback for growth.
5. LEARNING OUTCOMES
- Each YUSC staff member will attend a mandatory orientation & Training session before the first shift of scheduled work alongside all YUSC staff members, this will take place over two days covering all areas & topics that staff members will require to begin work.
- Each new staff member will receive a follow up evaluation meeting to be determined by the direct manager after the mandatory 3-month probationary period to address work performance, provide feedback and to develop a long-term developmental plan
- Returning staff will receive evaluation / support meeting as determined by the direct manager depending on time duration worked as well as frequency of shifts worked
6. JOB SPECIFICATIONS:
- 1–2 years of experience in event planning, hospitality, or food service.
- Minimum of 1 year of experience in sales.
- Previous supervisory experience is preferred.
- Certification in hospitality or event planning is considered an asset.
- Knowledge of food, beverages, and wine.
- Strong interpersonal skills; able to interact courteously and effectively with clients, colleagues, and vendors.
- Excellent organizational skills and strong written and verbal communication abilities.
- Ability to work collaboratively as part of a team in a high-volume, fast-paced environment.
- Understanding of health and safety protocols.
- Smart Serve and Food Handler certifications are assets.
Pay: $24.00-$26.00 per hour
Benefits:
- Dental care
- Extended health care
- Vision care
Ability to commute/relocate:
- North York, ON: reliably commute or plan to relocate before starting work (preferred)
Application question(s):
- Do you have previous experience working in catering, hospitality, event services, or food service? If Yes, please describe your experience.
- Do you have experience coordinating or supporting events from planning through execution? If yes, please provide an example.
- Do you have experience interacting directly with clients, vendors, or event organizers?
- Do you have a certification in Hospitality, Event Planning, or a related field
- Are you comfortable working evenings, weekends, and holidays based on event schedules?
- This position requires standing for extended periods, lifting up to 50 lbs, and setting up or tearing down events. Are you able to meet these physical requirements?
- Why are you interested in working at the York University Student Centre's Catering & Events department?
Education:
Experience:
- Event planning: 1 year (required)
- Hospitality: 1 year (required)
- Food service: 1 year (required)
- Sales: 1 year (required)
Licence/Certification:
- Smart Serve (preferred)
- Food Handler Certification (preferred)
Work Location: In person
