Catering and Events Coordinator

Vanderbilt University•Nashville, TN

16h

About The Position

This role supports the successful execution of the university's overall vision for catering and events. The Catering and Events Coordinator provides administrative support for the Catering & Events team in a fast-paced, high-volume environment. Key responsibilities include managing event details, maintaining event information systems, handling billing and invoicing, and coordinating with vendors and staff.

Requirements

High school diploma is required.
Two to three years (24–36 months) of experience in off-site catering, restaurant operations, specialty events, or event planning is required.
Strong organizational, time management, and multitasking skills.
Strong verbal and written communication skills with excellent attention to detail.
Ability to work effectively with a diverse group of clients, vendors, and colleagues.
Ability to build positive working relationships with customers, vendors, and staff.
Ability to remain calm and work effectively under pressure.
Ability to maintain calendars, coordinate schedules, and manage multiple priorities.
Strong problem-solving, organizational, and customer service skills.
Proficiency with Microsoft Office and the ability to learn catering and event management software.

Nice To Haves

A college degree is preferred.
Experience in event production is preferred.
Knowledge of inventory management, purchasing, and supplies ordering is preferred.
Ability to gather information, prepare reports, and maintain accurate records is preferred.

Responsibilities

Support the successful execution of the university's overall vision for catering and events.
Provide administrative support for the Catering & Events team in a fast-paced, high-volume environment.
Manage event details and maintain the event change log, ensuring event information, order sheets, calendars, and updates are communicated accurately and in a timely manner.
Maintain event information in catering and event management software systems.
Plan and prioritize multiple projects and daily work assignments to meet deadlines.
Manage event billing by creating, maintaining, and sending invoices and supporting timely payment collection.
Serve as the procurement requester by processing vendor payments and maintaining related documentation.
Process invoices and maintain inventory information within Campus Dining's menu management system.
Build and maintain catering menus within the catering platform, making updates based on seasonal availability and operational needs.
Coordinate rental equipment, décor, and event props, including managing vendor contracts and confirming orders.
Oversee rental deliveries to ensure orders are complete and accurate and resolve issues as needed.
Develop and maintain positive working relationships with vendors and other external event partners.
Coordinate the hiring and scheduling of student employees and contract staff as needed.
Attend events periodically to support operations, monitor event success, and assist with setup, service, or breakdown when necessary.
Maintain catering office supply inventory and order supplies as needed.
Create menu cards, signage, specialty menus, and other event materials.
Perform other duties as assigned.