The Event Coordinator supports the Food Services team by managing client relationships, coordinating events and location-based services, supporting sales growth, and ensuring strong communication and follow-through from initial inquiry through event completion. The role involves serving as the primary point of contact for catering and event inquiries, meeting with clients, preparing proposals and quotes, scheduling events, and following up to convert prospects into confirmed events. Additionally, the coordinator identifies opportunities to upsell and pursue new catering and event clients, building relationships with local businesses and community partners.

Responsibilities

Client & Event Coordination
Serve as the primary point of contact for catering and event inquiries, responding promptly to calls, emails, and requests.
Meet with clients, conduct tours and walkthroughs, and assist with menu selections, pricing, quantities, dietary needs, service options, and event details.
Prepare proposals, quotes, agreements, invoices, and other event documentation.
Schedule events and maintain an accurate event calendar.
Ensure deposits and final payments are collected and ensure client records are complete and up to date.
Follow up consistently on inquiries and proposals to convert prospective clients into confirmed events.
Follow up after events to gather feedback, maintain relationships, and encourage repeat business.
Sales & Business Development
Identify opportunities to upsell menu items, services, and other offerings while meeting client needs.
Pursue new catering and event clients through established channels, community relationships, outreach, and newly identified opportunities.
Build relationships with local businesses, organizations, venues, and community partners.
Track inquiries, bookings, repeat clients, and other information that helps evaluate and grow Food Services business.
Work with Food Services leadership and Marketing to identify opportunities to promote and expand catering and event services.

Requirements

To be successful in this position you must be:
Highly organized and detail-oriented – able to keep track of many moving pieces without losing sight of the client experience.
Responsive and dependable – takes ownership of inquiries and follows through from beginning to end.
Warm and relationship-focused – enjoys working with people and building long-term client relationships.
Sales-minded – comfortable pursuing new business, following up on leads, and identifying opportunities to grow sales.
Proactive and resourceful – anticipates needs and works to solve problems before they become larger issues.
Collaborative – works well with chefs, managers, staff, clients, and other Co-op departments.
Flexible – comfortable working in a fast-paced environment where priorities may shift and occasional evening or weekend event support may be needed.
Self-directed – able to manage their workload and priorities with appropriate independence while keeping Food Services leadership informed.