Catering Assistant Job Description
The Catering Assistant provides essential administrative and operational support to the Catering team. This role ensures smooth communication, efficient coordination, and seamless execution of catering events through professional, timely, and organized service. The Catering Assistant is responsible for managing customer inquiries, creating Banquet Event Orders (BEOs), tracking key documents, handling correspondence, and supporting all back-office functions related to catering logistics and client engagement.
This individual must have strong communication and organizational skills, a proactive work ethic, and a desire to grow within the hospitality industry. The Catering Assistant will serve as a reliable point of contact within the department, ensuring tasks are completed promptly and professionally, often working under pressure and managing multiple competing priorities.
Primary Responsibilities- Respond to inquiries (email, phone, and in-person) in a professional, timely manner, ensuring a response within 24 hours.
- Draft, revise, and distribute Banquet Event Orders (BEOs), contracts, proposals, invoices, and receipts.
- Support the Catering Director and Event Coordinators with scheduling, follow-up, and calendar management.
- Coordinate event logistics including rental orders, beverage orders, ice delivery, and vendor communications.
- Create comprehensive event binders with all relevant documents including BEOs, staffing schedules, rental info, and client correspondence.
- Maintain and update event calendars, reservation systems, and department databases.
- Track payments, deposits, and outstanding balances; assist in preparing internal reports and reconciliations.
- Order and manage inventory for office and event supplies, ensuring timely restocking.
- Organize and maintain digital and physical filing systems, including contracts, invoices, permits, and client documents.
- Assist with post-event administrative tasks such as compiling feedback, archiving event files, and generating follow-up emails.
- Help with logistics for events when needed (e.g., beverage packing, pack-outs).
- Provide general administrative support including data entry, supply ordering, mail processing, and vendor coordination.
- Maintain beverage storage organization and assist with regular inventory checks.
- Other administrative or event support duties as assigned by the Catering Director.
- High school diploma required; bachelor’s degree preferred.
- 1+ years of administrative or hospitality experience; catering/event planning experience preferred.
- Excellent organizational, time management, and multitasking skills.
- Strong written and verbal communication skills; confident editing and composing professional emails, letters, and documents.
- High level of proficiency in Microsoft Office (Word, Excel, Outlook); experience with CRM or event software (e.g., Tripleseat) is a plus.
- Positive, proactive attitude with a strong work ethic and commitment to client satisfaction.
- Strong attention to detail with the ability to maintain accuracy under pressure.
- Ability to handle confidential and sensitive information discreetly and professionally.
- Punctual, reliable, and flexible with the ability to work evenings, weekends, and holidays as needed.
- Comfortable working independently and managing multiple tasks in a fast-paced environment.
- Work may require early mornings, late evenings, weekends, and holidays.
- Must be able to lift, push, pull or move up to 75 lbs and perform physical event prep tasks when needed.
- Expected to maintain professional appearance and demeanor at all times.
- Adherence to all safety, sanitation, and company policies is required.
- Foster a collaborative, respectful, and productive team environment.