Catering Coordinator

Hy-Vee, Inc.•Madison, WI

About The Position

The Catering Coordinator manages the customer catering experience, from discussing needs and preparing detailed orders to coordinating with departments such as the kitchen, bakery, and deli to ensure events run smoothly. The role provides customer service, develops business for Hy-Vee catering, oversees pricing, billing, invoicing, and bookkeeping, and maintains catering practices and quality control. The coordinator also organizes store shows and events, advises customers about rental companies, recommends equipment purchases with Store Director approval, and helps lead department employees.

Requirements

Must be at least 18 years old.
High school diploma or equivalent experience required.
1 to 3 years of similar or related work experience required.
Ability to solve practical problems and handle complex situations with professionalism and good judgment.
Clear, confident communication with customers, team members, and outside vendors in person, by phone, and in writing.
Ability to compose original correspondence and follow technical manuals and guidelines.
Math skills, including fractions, decimals, and percentages, for pricing and invoicing.
Ability to lead and motivate a team while maintaining high standards and a positive, energetic work environment.
Ability to frequently stand and walk throughout a shift in sales, food service, or delivery areas.
Where applicable, ability to safely use sharp knives and blades for food preparation.
Where applicable, ability to work around heat- and burn-related hazards from cooking, baking, or grilling equipment.
Where applicable, ability to operate a delivery vehicle in accordance with applicable DOT standards.
Ability to perform repetitive standing, walking, reaching, and bending associated with order fulfillment, POS transactions, and cleaning and sanitation duties.

Responsibilities

Provide prompt, friendly customer service and respond to customer inquiries.
Meet with customers to understand catering needs, write detailed orders, and coordinate fulfillment across departments, including the kitchen, bakery, and deli.
Set and uphold department standards for customer service, employee relations, cleanliness, sanitation, professional appearance, and profitability.
Contact businesses and prospective customers to promote Hy-Vee catering services and develop contracts for exclusive catering events.
Determine pricing, prepare customer bills, extend and post invoices, and oversee department bookkeeping procedures.
Develop and maintain standard catering practices and conduct quality control checks for multi-event catering.
Organize store shows and events, set up displays, and coordinate annual events with the events coordinator.
Consult with customers about rental companies and recommend equipment purchases with Store Director approval.
Ensure proper product temperatures and storage procedures to maintain freshness and control shrink.
Develop department performance guidelines in the manager's absence and instruct, assign, and coordinate department employees' work.
Attend department manager meetings, obtain baseline pricing, and ensure pricing is competitive in the market area.
Understand and troubleshoot equipment and ensure maintenance is performed as needed.
Follow personal hygiene and dress standards, Hy-Vee policies, and store guidelines.
Answer phone calls and return voicemails promptly and professionally.
Report to work as scheduled and work the expected number of hours.