Event Coordinator
4 days ago
Everett
Job Description:\n\nCatering Event Coordinator Job Type: Full-TimeCompensation: Starting at $65,000 per yearSchedule: Flexible schedule required, including evenings, weekends, holidays, and up to six-day workweeks based on business and event needs.Position Summary Rita's Catering is seeking an experienced, highly organized, and operationally driven Catering Event Coordinator to support the successful planning, staffing, coordination, and execution of our events and day-to-day catering operations. This is a hands-on, fast-paced position requiring strong experience in event operations, staffing, scheduling, payroll or workforce management systems, Banquet Event Orders (BEOs), and team leadership. The Catering Event Coordinator serves as an important connection between the Sales, Commissary, Operations, Staffing, and Event teams and is responsible for ensuring event expectations are properly communicated and operationally executed. The ideal candidate must be comfortable working in a high-volume catering environment, managing multiple priorities at the same time, and supporting large teams of event employees. This position requires someone who can identify operational concerns before they become problems, communicate clearly with leadership and staff, and adapt quickly when event needs change. This is not solely an administrative event-planning position. The Catering Event Coordinator is expected to be actively involved in staffing, scheduling, BEO review, event preparation, employee supervision, event execution, and operational problem-solving.Essential Duties and ResponsibilitiesEvent Operations and Execution Coordinate and support the operational execution of catered events from the planning stage through event completion. Review Banquet Event Orders (BEOs), event timelines, staffing requirements, floor plans, client expectations, and operational notes. Attend BEO meetings and actively participate in discussions regarding staffing, event logistics, equipment, food service, setup, breakdown, and special client requirements. Demonstrate a strong understanding of how to read, interpret, and operationalize a BEO. Identify missing, unclear, or conflicting event information and communicate concerns to the appropriate department before the event. Support the Sales, Commissary, Operations, and Event teams in ensuring event details are properly communicated and executed. Assist with day-to-day catering operations and D2D event needs. Confirm event teams have the appropriate equipment, supplies, documentation, and operational information before departure. Monitor event preparation to ensure company standards and client expectations are being met. Troubleshoot event-related concerns in real time and escalate significant operational issues when appropriate. Assist with last-minute changes to staffing, timelines, guest counts, service expectations, and event logistics. Conduct post-event follow-up and provide operational feedback when improvements or corrective actions are necessary. Ensure events are executed in accordance with Rita's Catering service and operational standards.BEO Management and Cross-Department Coordination Attend and actively contribute to scheduled BEO meetings. Review event documentation for operational accuracy and feasibility. Understand event timelines, load-in requirements, setup expectations, service times, breakdown requirements, and staffing needs. Communicate BEO changes to the appropriate teams in a timely and professional manner. Work directly with Sales to clarify client expectations and event requirements. Coordinate with the Commissary team regarding food preparation, event production, equipment, and departure timelines. Partner with Operations to identify transportation, staffing, equipment, and logistical needs. Ensure event managers and event staff receive the information necessary to successfully execute each event. Maintain clear and consistent communication between departments when event details or timelines change. Proactively identify operational risks, including staffing shortages, scheduling conflicts, overtime concerns, or unclear event expectations.Staffing, Scheduling, and Workforce Management Support the staffing and scheduling of multiple events occurring across different locations and timelines. Demonstrate a strong understanding of staffing requirements based on event size, guest count, service style, and operational complexity. Build, review, and adjust employee schedules based on business and event needs. Monitor staffing levels to ensure events are appropriately covered. Identify scheduling gaps and work proactively to secure appropriate event coverage. Communicate schedules, schedule changes, event assignments, and reporting expectations to employees. Manage last-minute callouts and staffing changes in a calm and solutions-oriented manner. Maintain an understanding of employee availability, skill levels, and event experience when making staffing decisions. Support the management of event teams that may include 40 or more employees across multiple events or operational needs. Monitor employee hours and staffing allocations to assist with overtime control. Understand the operational and financial impact of unnecessary overtime. Work with leadership to make staffing adjustments when overtime or labor costs become a concern. Maintain accurate scheduling and staffing information within company workforce management systems. Assist with reviewing employee timekeeping concerns and communicating discrepancies to the appropriate department. Maintain confidentiality when handling employee schedules, timekeeping, payroll-related information, and personnel matters.Payroll and Workforce Systems Experience Candidates must have a minimum of three years of professional experience working with payroll, scheduling, staffing, or workforce management systems. The successful candidate should have experience with systems such as: ADP or similar payroll and workforce management platforms. Nowsta or comparable event staffing and scheduling systems. Employee scheduling software. Time and attendance systems. Workforce communication and staffing platforms. Responsibilities may include: Reviewing employee schedules and assignments. Monitoring employee hours. Identifying potential overtime concerns. Reviewing timekeeping information for operational discrepancies. Supporting schedule adjustments. Communicating staffing changes. Maintaining accurate employee and event assignments. Understanding the relationship between scheduling, employee hours, labor costs, and payroll processing. The Catering Event Coordinator is not expected to independently process company payroll unless specifically assigned; however, the individual must demonstrate a strong working knowledge of workforce and payroll-related systems and understand how scheduling and staffing decisions impact payroll and labor costs.Team Leadership and Employee Supervision Support, supervise, and provide direction to multiple event teams. Lead employees in a professional, respectful, and solutions-focused manner. Clearly communicate event expectations, employee assignments, timelines, and service standards. Ensure event employees understand their roles before and during events. Monitor employee performance and service quality during events. Address minor performance or operational concerns in real time. Escalate significant employee relations or performance concerns to management or Human Resources. Provide constructive feedback regarding employee performance. Assist with identifying high-performing employees and employees who may require additional coaching or training. Maintain professionalism when working with diverse teams and personalities. Demonstrate the ability to lead and organize teams of approximately 40 or more employees, depending on event and operational needs. Maintain composure and provide clear leadership during high-pressure or rapidly changing situations.Training and Employee Development Assist with onboarding and training new event employees. Train employees on event expectations, service standards, safety procedures, and company practices. Reinforce proper event setup, service, breakdown, and guest interaction standards. Support ongoing employee development through coaching and operational feedback. Identify training opportunities based on event observations and employee performance. Partner with leadership and Human Resources when formal training or corrective action may be necessary. Promote accountability, teamwork, and professional communication across event teams.Client and Guest Interaction Maintain a professional and positive presence when interacting with clients, guests, vendors, and venue representatives. Assist with event-related client questions and operational requests. Communicate clearly and professionally regarding event timelines and service expectations. Troubleshoot client concerns during events and identify appropriate solutions. Avoid making unauthorized commitments or changes that may impact event pricing, staffing, or contractual expectations. Escalate significant client concerns to the appropriate member of leadership. Gather feedback regarding event execution and communicate opportunities for operational improvement. Represent Rita's Catering in a professional manner at all times.Safety, Food Service, and Compliance Promote a safe and professional working environment. Reinforce company safety policies and event-specific safety expectations. Ensure employees follow appropriate food handling and sanitation practices. Support compliance with applicable health and safety requirements. Identify unsafe working conditions or practices and immediately communicate concerns. Ensure event teams use equipment appropriately and follow established operational procedures. Assist with documenting incidents, injuries, or significant event concerns in accordance with company procedures. Partner with management and Human Resources when safety or compliance concerns arise.Inventory, Equipment, and Event Supplies Assist with reviewing event supply and equipment requirements. Monitor event-related inventory and identify shortages or concerns. Confirm necessary supplies are available before event departure. Communicate missing or damaged equipment to the appropriate department. Assist with ensuring event equipment and supplies are properly returned and accounted for. Identify recurring equipment or inventory concerns and communicate recommendations to leadership. Support organized event preparation and staging processes.Communication and Department Collaboration The Catering Event Coordinator must be a strong communicator who can effectively collaborate with multiple departments. This position will regularly work with: Sales Operations Commissary Staffing Human Resources Payroll and Administration Event Managers Event Staff Company Leadership The successful candidate must be comfortable communicating concerns, asking clarifying questions, and following up when information is incomplete. The Catering Event Coordinator is expected to maintain professional communication through email, Microsoft Outlook, workforce management systems, and other company-approved communication platforms.Minimum Qualifications Candidates must meet the following minimum qualifications: Minimum of three years of experience in catering, hospitality, event operations, or a comparable high-volume service environment. Minimum of three years of experience using payroll, scheduling, staffing, or workforce management systems. Demonstrated experience scheduling and coordinating employees. Experience managing, supervising, or supporting large teams, including teams of approximately 40 or more employees. Working knowledge of Banquet Event Orders (BEOs). Ability to read and understand event documentation, timelines, and operational requirements. Experience with ADP, Nowsta, Caterease, or comparable systems strongly preferred. Proficiency with Microsoft Outlook and general business communication systems. Demonstrated understanding of staffing levels, employee scheduling, and overtime control. Strong organizational and time-management skills. Ability to manage multiple events, priorities, and deadlines simultaneously. Strong verbal and written communication skills. Ability to remain professional and solutions-oriented under pressure. Ability to work independently while collaborating effectively with multiple departments.Preferred Qualifications Previous experience in off-premise catering. Experience working in a high-volume catering operation. Experience with Caterease or another catering management platform. Experience with ADP workforce management tools. Experience with Nowsta or another event staffing platform. Previous responsibility for staffing multiple simultaneous events. Experience supervising large event teams. Experience reviewing labor hours and controlling overtime. Experience attending and participating in BEO meetings. Food safety or hospitality-related certifications are preferred.Physical Requirements The employee must be able to: Stand and walk for extended periods of time. Work in active event and catering environments. Lift and carry up to 25 pounds. Bend, reach, and perform event-related physical activities. Move between event spaces, commissary areas, offices, and operational work areas. Perform duties in varying event environments and weather conditions when applicable. Reasonable accommodations may be made for qualified individuals with disabilities in accordance with applicable law.Schedule and Availability Requirements Catering and event operations require significant schedule flexibility. Candidates must be available to work based on business and event needs, which may include: Early mornings. Evenings. Weekends. Holidays. Extended event days. Six-day workweeks during high-volume periods. Last-minute schedule adjustments when operationally necessary. This is not a traditional Monday-through-Friday position. Candidates must understand that schedules may vary based on event volume and client needs.Who You Are You are a highly organized and operationally focused professional who understands that successful events require strong communication, detailed planning, and effective staffing. You are comfortable reviewing BEOs, working with scheduling and staffing systems, and coordinating multiple teams and departments. You understand how staffing decisions impact event execution, employee overtime, labor costs, and the overall client experience. You are confident leading large teams while remaining professional, approachable, and accountable. You do not wait for problems to escalate. You identify concerns, communicate clearly, and work collaboratively to develop solutions. Most importantly, you thrive in a fast-paced catering environment where priorities can change quickly and teamwork is essential.Benefits Rita's Catering offers eligible full-ti
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