Event & Catering Coordinator

Kintura•Cary, NC

16d

About The Position

Glenaire, a Continuing Care Retirement Community, is seeking an organized, personable, and detail-oriented Event & Catering Coordinator to oversee the planning, coordination, and execution of events and catered functions throughout its senior living community. The role helps create exceptional experiences for residents, families, guests, and staff by coordinating events from initial reservation through completion and ensuring each function runs smoothly. The coordinator serves as the main contact for event reservations, room availability, setups, and catering needs; prepares and executes Banquet Event Orders; and works with Dining Services, Wellness, and other departments. The role also ensures event spaces are ready before functions and oversees breakdown, cleanup, and storage afterward. The position includes coordinating, scheduling, directing, and training event staff; providing performance feedback; overseeing timekeeping, payroll submissions, and evaluations; and assisting with interviewing, hiring, and onboarding. Administrative duties include preparing invoices, coordinating payment collection, maintaining event records, and monitoring the appearance and readiness of event spaces and shared community areas. The coordinator attends departmental meetings, participates in community initiatives as requested, and performs other related duties as assigned. The ideal candidate brings warmth, professionalism, creativity, and attention to detail, and is committed to hospitality, service excellence, and building meaningful relationships with residents. Occasional evening, weekend, or holiday work may be needed according to event schedules.

Requirements

Excellent verbal and written communication skills.
Strong interpersonal and customer service skills, including the ability to interact professionally and compassionately with older adults, families, guests, and colleagues.
Exceptional organizational skills and attention to detail.
Ability to manage multiple events, competing priorities, and changing schedules effectively.
Strong problem-solving skills and ability to remain calm and professional in a fast-paced environment.
Ability to work independently, take initiative, and collaborate across departments.
Experience with event scheduling, catering coordination, or banquet management software, or ability to learn new systems quickly.
Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.
Flexibility to work occasional evenings, weekends, or holidays based on event schedules.

Nice To Haves

Bachelor's degree in Event Management, Hospitality Management, Business Administration, or a related field preferred.
Minimum of three years of experience in event coordination, catering, hospitality, or a related field strongly preferred.
Previous experience supervising staff, coordinating catered events, or managing banquet operations preferred.
Experience working in a senior living community, retirement community, or hospitality setting is a plus.

Responsibilities

Coordinate and oversee community events, private functions, meetings, and catered gatherings from reservation through completion.
Serve as the primary contact for residents, guests, and staff regarding reservations, room availability, setup requirements, and catering needs.
Manage event scheduling, room reservations, and event details.
Prepare, review, and execute Banquet Event Orders (BEOs).
Coordinate catering requirements, timelines, and special requests with Dining Services.
Collaborate with Wellness and other departments to support resident programming and community events.
Prepare and organize event spaces before functions; oversee post-event breakdown, cleanup, and proper storage of furniture, supplies, and equipment.
Provide customer service to residents, families, guests, and staff; anticipate needs, respond to requests, and resolve concerns professionally.
Coordinate and schedule event staff to ensure appropriate coverage.
Direct, train, and provide performance feedback to event staff.
Oversee event staff timekeeping, payroll submissions, and performance evaluations.
Assist with interviewing, hiring, and onboarding event staff as needed.
Prepare and present event invoices, coordinate payment collection, and maintain accurate event records.
Monitor the appearance, organization, and readiness of event spaces and shared community areas.
Attend departmental meetings and participate in community initiatives as requested.
Perform other related duties as assigned.