Event Sales Coordinator

UIOWA • Iowa City, IA

1d • Hybrid

About The Position

University Catering is hiring an Event Sales Coordinator to plan and coordinate food and beverage service for conferences, meetings, special events, weddings, and other catering functions. The role includes connecting with prospective clients, building lasting relationships, representing University Catering, and supporting student success through the Iowa GROW program. Work hours vary based on business needs; the position offers predictable hours, flexibility, and the opportunity for a hybrid schedule. The anticipated start date is January 2027.

The coordinator plans event details with hosts, prepares contracts and proposals, manages event-day communication, and coordinates with internal teams and external vendors. The position also handles sales outreach, reporting, deposits, billing, customer inquiries, policy support, and operational compliance and improvement. The University is a qualifying employer for the federal Public Service Loan Forgiveness program.

Requirements

• Bachelor’s degree in business administration, Restaurant Hospitality Management, or an equivalent combination of education and related experience.
• Typically 1–3 years of experience in events, hospitality, catering, banquets, and/or fine dining sales and service.
• Typically 6 months–1 year of administrative experience, including delegating tasks and day-to-day management of accounts receivable and/or accounts payable.
• Commitment to and alignment with Division of Student Life values, including an active commitment to creating a welcoming and respectful work environment.
• Excellent written and verbal communication skills and strong attention to detail.
• Ability to provide excellent customer service and meet or exceed customer service needs.
• Demonstrated adaptability to workplace change.
• Ability to collaborate and interact with varied individuals and groups while modeling open, respectful, accepting, and supportive behavior.
• Proficiency with standard computer software applications such as Word, Excel, and email.
• Valid driver’s license and ability to meet UI fleet safety driving record review guidelines.

Nice To Haves

• Typically 6 months–1 year of experience conducting sales calls or cold calling.
• Working experience with computerized food service and event management systems and software, and electronic payment systems.
• Working knowledge of event management processes and activities.
• Some experience in a higher education environment and knowledge of university business procedures, policies, and practices.
• Typically 6 months–1 year of previous supervisory experience.

Responsibilities

• Meet with event hosts to schedule, plan, and coordinate banquet and catering event details, including dates, times, menus, room setups, and special requirements.
• Initiate and prepare banquet and catering contracts specifying event requirements and estimated food, beverage, labor, equipment, and miscellaneous service costs.
• Contact event planners on event days to confirm expectations, address issues, and coordinate last-minute adjustments with staff.
• Communicate event details to facilities, kitchen management, and service teams.
• Coordinate with external vendors for rentals, specialty services, and product purchases as needed.
• Prepare proposals, sales reports, service documentation, event deposits, and itemized final billing.
• Conduct outreach and sales calls with campus and community clients as part of the University Catering sales team.
• Represent University Catering at university and community events to increase visibility and develop relationships.
• Serve on committees and organizations that enhance University Catering's presence and reputation.
• Assist with developing departmental policies and procedures and communicate updates to support staff.
• Respond promptly and professionally to inquiries and concerns from students, parents, faculty, staff, and the public.
• Ensure compliance with university policies, including cash handling and alcohol service requirements.
• Recommend improvements to efficiency, staffing, scheduling, and quality control.

Benefits

• Comprehensive benefits.
• Generous time off and leave policies.
• Predictable hours and flexibility.
• Opportunity for a hybrid schedule.
• Exceptional health coverage.
• University-paid life insurance.
• Robust retirement plans.
• 24/7 support services and well-being resources.
• Access to UI Health Care specialists.
• Advanced training and leadership development.
• Tuition assistance.
• Potential eligibility for the federal Public Service Loan Forgiveness program.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level