Catering Coordinator
About The Position
The Catering Coordinator plays a key operational and administrative role supporting Rice Hospitality Catering, Cohen House, and Rice Business. The position ensures seamless planning, communication, and execution of in-house catered events, serving as a central liaison among Rice Business event planners, internal university partners, and Rice Hospitality culinary and service teams. The coordinator upholds Rice University's standards of service excellence, hospitality, and operational precision across events ranging from small departmental gatherings to large-scale academic and executive programs. The role is primarily on-site between the Rice Business School and Rice Hospitality Catering offices, with mobility across event spaces, kitchens, and university venues. It is classified as essential and requires on-site presence.
Requirements
- Four or more years of experience in catering, hospitality operations, events, or administrative support.
- Strong organizational skills and the ability to manage multiple events simultaneously.
- Excellent written and verbal communication skills and a professional, service-oriented demeanor.
- Ability to work occasional early mornings, evenings, and weekends depending on event schedules.
- Bachelor's degree or equivalent experience in hospitality, event management, or a related field is preferred.
Nice To Haves
- Familiarity with catering software, CRM systems, or event-management tools.
- Certified Event Coordinator (CEC) certification.
Responsibilities
- Serve as the primary administrative contact for Rice Business planners requesting catered services.
- Help clients understand catering options, pricing, setup requirements, and service timelines.
- Coordinate menu selections, room layouts, rentals, and service levels, communicating details accurately and promptly to the Sales and Events Manager and culinary leadership.
- Maintain proactive client communication throughout the event life cycle to ensure satisfaction and clarify changing needs.
- Create and distribute Banquet Event Orders (BEOs) for Rice Business and Rice Hospitality Catering events.
- Coordinate with banquet captains, production teams, and delivery drivers to support day-of-event setup.
- Assist with scheduling student employees, banquet staff, and temporary labor for catered functions.
- Monitor event timelines to ensure service standards, food quality, and presentation meet Rice Hospitality expectations.
- Maintain accurate event records, invoicing documentation, and post-event billing summaries.
- Use university-approved software platforms to manage bookings, updates, and event communications.
- Track catering inventory needs, including disposables, beverages, and smallwares, and report shortages.
- Assist with menu updates, catering marketing materials, and annual pricing reviews.
- Work with Rice Business event planners to anticipate high-volume periods and forecast operational needs.
- Collaborate with the Executive Chef, Banquet Chef, and catering production team to assess the feasibility of requested menus and service styles.
- Support the Sales and Events Manager in developing standard operating procedures and service enhancements.
- Provide event-coordination support when needed, working alongside the Hospitality Manager and Banquet Captains.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
