Catering Coordinator

Jonathan Club•Santa Monica, CA

42d•Onsite

About The Position

The Catering Coordinator provides administrative and operational support to the Catering Department, ensuring smooth coordination of member and client events. This position plays a key role in maintaining the department’s efficiency, accuracy, and service excellence. The Coordinator ensures that each Jonathan Club member, client, or prospective client receives professional, timely, and accurate information regarding existing or future events. Additional responsibilities include assisting with internal Club events, collaborating across departments, and contributing to initiatives that uphold the Club’s service culture and hospitality standards.

Requirements

High school diploma or equivalent with a minimum of one year of relevant experience required.
Proficiency in event management software (Tripleseat, Delphi, or similar) and Microsoft Office Suite.
Exceptional attention to detail, organization, and time management skills.
Ability to handle multiple priorities in a fast-paced, member-centric setting.
Familiarity with food and beverage standards, special dietary needs, and upscale service practices.
Excellent written and verbal communication skills in fluent English.

Nice To Haves

Bachelor’s degree preferred
Prior experience in a private club, luxury hotel, or high-end catering environment strongly preferred.

Responsibilities

Answer and route calls to the Catering Office professionally and accurately; record and deliver messages promptly.
Assign leads and accounts to the appropriate Sales or Catering Manager based on deployment guidelines.
Prepare, proofread, and distribute correspondence (letters, proposals, contracts, and emails) for assigned managers, ensuring 100% accuracy.
Maintain organized and complete account files, including reports, correspondence, and related documentation.
Navigate event software systems to input and update group information, block meeting spaces, and run relevant reports.
Prepare proposals, contracts, and Banquet Event Orders (B.E.O.s) accurately and in accordance with departmental standards.
Manage changes to B.E.O.s promptly and communicate updates to all relevant departments.
Compile, distribute, and update Daily and Weekly Event Sheets in coordination with the Catering team.
Assist in conducting site inspections for both prospective and confirmed events.
Liaise with Accounting on client billing as needed.
Maintain office supplies and collateral materials; reorder as necessary.
Support flawless execution by coordinating with Banquet, Culinary, Engineering, Housekeeping, and other departments.
Communicate professionally with members, colleagues, vendors, and partners at all times.
Support in-house and member events in collaboration with internal departments.
Assist with special projects, seasonal activations, and departmental initiatives.
Consistently uphold and represent Jonathan Club’s luxury brand and service promise.