Catering - Coordinator of Catering - IC

SSA Group•Baltimore, MD

1d•Onsite

About The Position

For more than 50 years, SSA has partnered with cultural attractions to design the hospitality experience journey, freeing our partners to remain mission-focused. We bring together admissions, culinary, and retail with innovation and human connection to shape a seamless guest journey. Our focus is on people, innovation, and operational intelligence as a means to create special moments with lasting impact. We call it 452 Hospitality, the foundation of how we serve our partners and their communities. The Coordinator, Event Sales is responsible for driving catering sales and ensuring the seamless execution of events. This hybrid role requires an individual with fundamental knowledge of both sales strategies and event logistics. This position requires a dynamic individual with communication, negotiation, and organizational skills, dedicated to delivering exceptional client experiences.

Requirements

Strong interpersonal and communication skills across all levels of an organization.
Fundamental leadership skills with an understanding of the importance of team building/development, while fostering partnerships.
Exceptional problem solving/decision making skills combined with the ability to be organized.
Demonstrates financial management, analytical, and planning skills.
Demonstrates the ability to remain flexible in a fast-paced environment.
Computer knowledge and skill level for basic office functions.
Physical ability to stand for extended periods and to move and handle boxes (35lbs) as necessary to operation, which entails lifting, and perform all functions as set forth above.
Ability to work varied hours/days, including nights, weekends and holidays, as needed.
All education backgrounds eligible, must be 18 or older.

Nice To Haves

Knowledge of catering sales, operations and/or event planning management in off-site catering, hotel or cultural attraction catering venue preferred.
Although no prior work experience is required for this position candidates with 1 or more years of experience will be given stronger consideration.
Working knowledge of Tripleseat is a plus.

Responsibilities

Catering Sales Strategies
Negotiate catering contracts and secure signed agreements to align with company policies.
Accompany venue sales team on site tours and conduct menu tastings to showcase event capabilities.
Develop and implement strategies to sell, and upsell, catering services to new and returning clients.
Plan and upsell functions with clients, including space requirements, times, equipment, menus, themes, and decorations.
Respond to client requests promptly and ensure client satisfaction.
Develop seasonal promotions or packages to increase sales.
Event Planning & Execution
Develop and implement detailed plans for catering events, including event orders, pull sheets, execution timelines, staffing schedules, visual appeal and logistics layouts.
Coordinate with sales representatives to understand event requirements and ensure all details are accurately captured and executed.
Oversee the setup, execution, and breakdown of events, ensuring all aspects run smoothly and efficiently.
Ensure all equipment, supplies, and materials are available and in good working condition for events.
Walk event spaces with Sales Team before events to ensure everything is in working order and address any issues promptly.
Communicate and collaborate effectively with the Sales Team, Culinary Team, and other departments involved in events, developing and implementing new strategies and procedures where necessary to ensure events are executed flawlessly.
Including, but not limited to:
Attend weekly BEO meetings to review all upcoming events, addressing concerns and needs to each event.Distribute Operations Plan revisions to key stakeholders when necessary.Advise Sales Team on any outstanding balances due post event.Collaborate with Sales Team on floorplans and event flow.
Coordinate the need of cross-utilized products/equipment.
Create eye-catching and innovative F&B displays in collaboration with the Culinary Team.
Oversee quality, product levels, and inventory of Catering products.
Facilitate the maintenance and repairs of Catering equipment as necessary.
Client Relationship Management
Prepare and manage Banquet Event Orders (BEOs), diagrams, and other necessary documents.
Maintain strong, positive relationships with internal and external clients to encourage repeat business.
Proactively and transparently communicate with clients throughout the sales and detailing process.
Work closely with clients to understand their needs, provide tailored solutions and address any concerns promptly.
Conduct pre-event meetings with internal stakeholders to finalize details and post-event follow-ups to gather feedback and foster continued development.
Conduct post-event follow-ups to engage clients and foster continued development.
Vendor and Resource Management
Maintain communication with vendors, including pricing knowledge and negotiation.
Negotiate pricing and contracts with vendors to optimize costs and quality.
Uphold an active list of resources for client and internal operational use.
Operational Excellence
Ensure all client contracts, BEOs (Banquet Event Orders), and event details are accurately documented.
Ensure compliance with local, state, and federal laws.
Maintain a clean, safe, and organized work environment.
Maintain accurate records of event details and outcomes.
Uphold and demonstrate a complete understanding of company policies and procedures.
Attendance at event start to ensure seamless execution of client’s vision and smooth transfer of authority to the operations team when appropriate.
Develop, meet, and exceed monthly and annual catering operations budgets and plans.
Analyze operational costs and inventory to maximize opportunities and minimize waste.
Review all invoices, bills, and accounting-related documents for accuracy and communicate necessary changes to Accounts Payable.
Minimize controllable costs, including payroll and equipment rental, associated with the operation and strategize on revenue avenues.
Financial Management
Collect and process payments, including deposits, in accordance with company policies and contractual payment schedules.
Develop, meet, and exceed monthly and annual catering sales budgets and plans.
Analyze sales and inventory to maximize opportunities.
Review all invoices, bills, and accounting-related documents for accuracy and communicate necessary changes to Accounts Receivable.
Thorough understanding of menu and event offering cost structure to meet profitability guidelines
Reporting and Analysis
Report weekly and monthly sales through Tripleseat to appropriate stakeholders.
Analyze sales trends and client feedback to identify opportunities for improvement.
Use data to adjust sales strategies and increase conversion rate.
Analyze event performance data to identify trends, opportunities, and areas for improvement.
Responsible for budgeting, forecasting and cost control (e.g., labor costs, food costs and profitability).
Social Responsibility
Promote an inclusive and supportive approach within the unit.
Leads by example through Sustainability/Conservation efforts; displays knowledge of efforts in business application.
Engages with SSA/Unit in driving community effort through engagement activities and focus on opportunities of giving back.
Live out 452 Hospitality by delivering warm, welcoming, and memorable experiences for every guest and client.
Other Responsibilities
Perform other tasks as deemed necessary.

Benefits

Full-Time, non-exempt, eligible for overtime pay.
Paid Time Off plan: up to 144 hours based on tenure.
Medical, Dental, Vision, Life Insurance and other voluntary benefits for you and your family; employee premiums applicable.
Participation in a 401(k) program with a 15% company match (must be 21 years or older, eligible after one year of employment with 1,000 hours worked, available to enroll during Open Enrollment Periods).
SSA Paid Benefit: Up to 120 hours of Paid Leave for qualifying reasons, including Parental Leave and your or your family’s serious medical conditions.
Up to 40 hours Paid Bereavement.
On-Demand Pay Program: Get access to a portion of earned wages before payday.
Meal Plan & Employee Discounts where applicable
Tuition Discount through Partnership College
Holiday pay of 1.5× the regular rate is provided for hours worked on Christmas Day and Thanksgiving Day.
Paid sick leave is provided in accordance with applicable state and local laws.
Accrual rates, caps, and usage rules vary by location.