Catering Coordinator

Rice University•Houston, TX

14h•Onsite

About The Position

The Catering Coordinator plays a key operational and administrative role in supporting Rice Hospitality Catering, Cohen House, and Rice Business. The position coordinates planning, communication, and execution of in-house catered events, serving as a central liaison among Rice Business event planners, university partners, and Rice Hospitality culinary and service teams. The coordinator supports events ranging from small departmental gatherings to large academic and executive programs while upholding Rice University's standards of service excellence, hospitality, and operational precision. This is an essential, exclusively on-site position based primarily between the Rice Business School and Rice Hospitality Catering offices, with duties across event spaces, kitchens, and university venues. The role reports to the Sales and Events Manager. The hiring range is $56,560–$68,000. It is a non-exempt hourly position eligible for overtime. Occasional early mornings, evenings, and weekends may be required depending on event schedules.

Requirements

Bachelor's degree or equivalent experience in hospitality, event management, or a related field preferred.
At least 4 years of experience in catering, hospitality operations, events, or administrative support.
Strong organizational skills and 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.
Ability to exert up to 25 pounds of force occasionally and walk or stand for up to 8 hours per day.
Manual dexterity and ability to see, hear, reach, climb, and balance.
Ability to detect scents and discern flavors.
Ability to work on-site at Rice University and travel among event spaces, kitchens, and university venues.

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 support 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 and ensure service standards, food quality, and presentation meet Rice Hospitality expectations.
Maintain 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.