At Sodexo Live!, we take pride in crafting exceptional events at the most prestigious venues on the planet and creating lasting memories for fans, visitors, guests and team members. Working with Sodexo Live! is more than a job; it's a chance to be part of something greater. Here, you'll build a career where 'everyday' is anything but normal.
Our experiences are unique, and so are our people. Bring your personality, your background and your desire to delight others. In return, we'll give you all you need to thrive. After giving it all, you'll return home knowing that you've played your part in creating a truly unforgettable moment. ‘2022 Forbes Best Employer for Diversity’
Location: We are seeking an experienced Catering Coordinator for our Sodexo Live! team located at the Vancouver Convention Centre operation in Vancouver, BC.
Compensation: $28.00 - $32.00 per hour
Sodexo Live! is the Official Supplier of Food and Beverage Services to the Vancouver Convention Centre. Located on Vancouver’s waterfront with a dramatic mountain backdrop, the award-winning Vancouver Convention Centre offers one of the most beautiful settings in the world. As British Columbia’s flagship convention centre, the facility hosts more than 500 events and welcomes hundreds of thousands of attendees each year, while generating significant economic activity for the Province.
Principal Function:
The Catering & Events Coordinator serves as the administrative hub of the Catering Department, providing day-to-day support to the Catering Managers while coordinating a portfolio of internal meetings, events, and exhibitor food and beverage orders.
This role is responsible for ensuring event information is accurately documented, communicated, and executed by preparing event orders, contracts, and supporting documentation, coordinating logistics, and serving as a key liaison between clients and internal departments.
Working closely with Catering Managers, Sales, Culinary, Banquet Operations, and other operational teams, the Catering & Events Coordinator helps ensure exceptional service delivery by maintaining organized event records, meeting critical deadlines, and supporting the successful execution of events. This position is ideal for an organized hospitality professional who enjoys collaboration, thrives in a fast-paced environment, and is passionate about delivering exceptional guest experiences.
Essential Responsibilities:
- Provide administrative and coordination support to the Catering Managers throughout the event planning process.
- Coordinate assigned internal meetings and events from initial booking through event completion.
- Manage exhibitor food and beverage orders, including quotations, order processing, revisions, confirmations, billing coordination, and client follow-up.
- Prepare Banquet Event Orders (BEOs), Service Orders, Event Resumes, contracts, correspondence, and other event documentation with a high degree of accuracy.
- Maintain current and accurate event information in Momentus and departmental files.
- Ensure assigned event documentation is completed within established timelines and distributed to operational departments.
- Communicate event requirements clearly with Culinary, Banquet Operations, Stewarding, Audio Visual, and other departments to ensure seamless execution.
- Participate in weekly operations meetings by preparing and reviewing assigned event documentation.
- Respond promptly and professionally to client inquiries while providing exceptional customer service and escalating complex requests to the appropriate Catering Manager.
- Support Catering Managers with proposals, contracts, menu updates, reporting, and other administrative projects as required.
- Assist with invoice reconciliation, deposits, and event billing processes in accordance with departmental procedures.
- Maintain a thorough understanding of the Vancouver Convention Centre Facility Services Guide and adhere to established Catering Guidelines.
- Support Sodexo Live!'s Purpose, Values, Service Standards, and operational excellence initiatives.
- Promote and maintain compliance with health and safety policies, including WorkSafeBC regulations and applicable provincial health and liquor legislation.
- Assist with departmental initiatives and perform other related duties as assigned by the Director of Catering.
Qualifications/Skills:
- Diploma or degree in Hospitality Management, Event Management, Business Administration, or a related discipline, or an equivalent combination of education and experience.
- One to three years of experience in hospitality, catering, conference services, hotel operations, convention centres, or event coordination.
- Previous administrative experience supporting a catering, conference services, or sales team is considered an asset.
- Experience using event management software such as Momentus or similar event management systems is preferred.
- Advanced proficiency with Microsoft Office, including Outlook, Word, Excel, and Teams.
- Exceptional organizational and time-management skills with meticulous attention to detail.
- Strong written and verbal communication skills with professional telephone and email etiquette.
- Ability to manage multiple priorities, adapt to changing deadlines, and perform effectively in a fast-paced environment.
- Strong interpersonal skills with the ability to build positive working relationships across departments.
- Self-motivated with sound judgment, initiative, and a collaborative approach to problem-solving.
- A genuine commitment to delivering exceptional customer service and hospitality.
Other Requirements:
- Ability to work in a fast-paced environment while maintaining accuracy and professionalism.
- Must be able to occasionally lift up to 50 pounds and work safely in an operational environment that may include wet floors, temperature fluctuations, and moderate noise levels.
- Flexible availability is required, including occasional evenings, weekends, and statutory holidays based on operational requirements.
Great News! You will receive:
- 100% company paid health and dental benefits (after wait period and qualifying hours).
- Access to employee and family assistance program, which offers integrated health services.
- Opportunities for skills development and career progression.
- Tuition reimbursement for professional and industry related development.
- Free Employee meals provided.
- Access to free on-site gym.
Thank you for expressing interest in employment with Sodexo Live!, however, only those candidates considered for this position will be contacted.
Sodexo Live! is an equal opportunity employer. All qualified applicants will be considered for employment without regard to race, colour, ancestry, place of origin, political belief, religion, marital status, family status, disability, sex, sexual orientation, gender identity or expression, age or any other applicable Provincially protected status.
Job Type: Full-time
Pay: $28.00-$32.00 per hour
Benefits:
- Company events
- Dental care
- Discounted or free food
- Extended health care
- On-site gym
- Tuition reimbursement
- Vision care
- Wellness program
Work Location: In person
