Catering & Events Coordinator

Position SummaryThe Catering & Events Coordinator serves as the first point of contact for incoming catering and event inquiries and manages the planning and logistics behind every booked order, from initial intake through to a client-ready handoff to the location team. This role owns lead intake, Banquet Event Orders (BEOs), vendor logistics, and cross-location communication for both on-premise private events and off-premise/drop-off catering, working closely with the Senior Catering & Events Sales Manager on qualified leads and with each location's General Manager and Executive Chef, who own day-of event execution. The Coordinator does not close new business but plays a key role in both intake and client retention, screening and routing new inquiries to the Sales Manager and flagging rebooking and upsell opportunities from existing clients.Scope: Supports catering & events operations across all Lynora's locations (currently 6, expanding to 9).Key ResponsibilitiesLead Intake & Event PlanningRespond promptly to all incoming catering and event inquiries (phone, email, web form) and log them in the pipelineGather initial event details, date, guest count, location, budget range, and occasion , and qualify the lead before routing it to the Sales Manager for pricing and contract negotiationServe as the primary point of contact for logistics and planning once a catering or event contract is signedBuild and finalize Banquet Event Orders (BEOs), capturing menu selections, guest counts, room setup, timing, equipment needs, and special requestsCoordinate all off-premise/drop-off catering orders, confirming delivery windows, packaging requirements, and staffing needsManage the master event calendar across all Lynora's locations, flagging scheduling conflicts, kitchen capacity issues, and overlapping bookingsConfirm final guest counts, menu changes, dietary restrictions, and timeline adjustments with clients in the days leading up to each eventCoordinate rental orders, floral arrangements, entertainment, and other third-party vendor logistics as neededDistribute finalized BEOs and event timelines to location GMs, Executive Chefs, and relevant staff with adequate lead time before each eventClient, Vendor & Cross-Team CommunicationServe as the client's point of contact from first inquiry through final event details, handing qualified leads to the Sales Manager and staying involved through planning and executionCommunicate event specifications, last-minute changes, and special requests clearly and promptly to location GMs and Executive ChefsConfirm staffing levels, kitchen capacity, and setup logistics with location leadership ahead of each eventManage day-to-day communication with external vendors , rental companies, florists, entertainment, delivery partners , confirming orders, pricing, and delivery windowsFlag rebooking and upsell opportunities identified through client conversations and warmly introduce repeat clients to the Sales Manager for future bookingsRespond to client questions during the planning window, escalating pricing or contract changes to the Sales ManagerAdministrative Support & Post-Event Follow-UpMaintain organized, accurate records of inquiries, BEOs, contracts, client communications, and event files for each bookingTrack catering expenses and vendor costs associated with each booked eventReconcile final invoices and payment details with the Sales Manager and Finance as neededConduct post-event follow-up with clients to confirm satisfaction and gather feedback for future bookingsCompile recurring reports on inquiry volume, conversion, event volume, and operational issues for department leadershipAssist with planning catering promotions and marketing initiatives alongside the Sales ManagerResearch industry trends and competitor offerings to help keep Lynora's catering and events program competitiveQualifications & Requirements2+ years of experience in catering, event planning, hospitality operations, or a related coordination/inquiry-handling roleStrong organizational skills with the ability to manage multiple leads and events across several locations simultaneouslyExcellent written and verbal communication skills for client-facing intake calls and cross-team coordinationHigh attention to detail, particularly around guest counts, dietary restrictions, and event specificationsAbility to work cross-functionally with location GMs, Executive Chefs, and the Sales Manager in a fast-paced, multi-location environmentRestaurant, hospitality, or food service background preferredIn-Person workSalary: Hourly Position Range: $20-$30