Catering Sales Coordinator

Job Summary

Position Summary

The Catering Sales Coordinator plays a vital role in supporting the catering sales and operations teams by managing daily communications, coordinating event details, overseeing signage and supply management, and assisting with backstage hospitality logistics. This position requires strong organizational skills, attention to detail, and the ability to work collaboratively across departments to ensure smooth event execution.

Key Responsibilities:

Daily & Weekly Operations

· Distribute daily and weekly event updates, ensuring all new events and changes are accurately reflected.

Internal Communication & Event Coordination

· Coordinate key internal events including Director’s Lunches and Board Meetings

· Maintain consistency in event setup and apply appropriate financial discounts in the system

Backstage Hospitality & Catering

· Coordinate backstage catering and hospitality with Tour Managers for both Rupp Arena and The Lexington Opera House

· Price food and beverage items according to established guidelines

· Maintain proactive communication with Event Managers regarding upcoming backstage needs

Signage Management

· Oversee organization, placement, and distribution of event signage in coordination with designated team members

· Manage requests for digital and physical signage, including emergency edits using approved templates

Office Supply and Inventory Management

· Conduct monthly inventory assessments and order office supplies through preferred vendors

· Maintain adequate stock levels of essential items such as ink cartridges

· Coordinate first aid supply needs with designated personnel

Action Item Tracking

· Maintain an Action Item spreadsheet to document and track unclear or pending requests following production meetings

Menu Development and Booth Catering

· Assist in development and finalization of specialty menus based on client feedback and pricing approvals

· Support booth and expo catering efforts by promoting catering options and assisting with order processing

Vendor Sampling Compliance

· Ensure all vendor samplings have completed sampling forms and valid Certificates of Insurance (COI) on file

· Administer vendor buyout fees and related billing in accordance with venue policies

Other Duties as assigned

Qualifications

· Experience in event coordination, catering operations, or hospitality preferred

· Strong organizational and multitasking skills with a high level of accuracy

· Excellent verbal and written communication skills

· Ability to work effectively both independently and as part of a team

· Proficiency in email communication, spreadsheets, and event management software; experience with Outlook, Excel and Canva systems preferred

· Professional demeanor and commitment to delivering high-quality service