Catering Coordinator

Position Summary

The Events Coordinator supports the planning, sales, administration, and execution of private and Club events. This is a hands-on hospitality role for an organized, service-minded professional who enjoys managing details, building client relationships, and collaborating across departments.

The successful candidate will guide events from initial inquiry through final billing and follow-up, ensuring every experience reflects The National Club’s standards. The role works closely with Culinary, Beverage, Banquets, Member Services, Marketing, Facilities, and Accounting and requires flexibility to support select evenings, weekends, and holidays.

Key Responsibilities

• Respond promptly and professionally to event inquiries from members, clients, and prospective hosts.
• Assist with event sales by preparing proposals, estimates, contracts, and supporting materials in accordance with Club policies.
• Coordinate corporate meetings, receptions, dinners, weddings, social celebrations, committee meetings, and Club events for groups of varying sizes.
• Conduct site tours and planning meetings, recommend suitable spaces and service styles, and communicate room rental fees, food and beverage minimums, and event requirements.
• Maintain accurate event files, timelines, deposits, guarantees, menus, guest details, and client correspondence.
• Prepare complete event orders and floor plans for distribution to all relevant departments within established deadlines.
• Coordinate menus, beverages, room layouts, audiovisual requirements, rentals, signage, entertainment, vendor access, and other event details.
• Review upcoming events with Culinary, Beverage, Banquets, Member Services, Facilities, and Accounting to confirm operational readiness.
• Inspect function rooms before events to ensure setups follow approved floor plans, event orders, safety requirements, and Club presentation standards.
• Provide on-site event support and act as a point of contact for hosts, guests, vendors, and internal teams when assigned.
• Prepare accurate event billing, reconcile charges, and support the timely collection of deposits and final payments.
• Follow up after events, gather feedback, resolve concerns professionally, and identify opportunities for future business.
• Maintain the event calendar and support the creation and updating of catering packages, promotional materials, menus, and sales collateral.
• Stay informed about hospitality, event design, food and beverage, and member experience trends.
• Perform other related duties as required to support the success of the Catering and Events operation.

Teamwork and Event Leadership

• Participate actively in Catering and Events meetings, weekly event reviews, and operational briefings.
• Act as a reliable liaison among the Club’s operational and administrative teams, communicating changes clearly and promptly.
• Support banquet setup and service when required and help ensure the event team understands the host’s expectations.
• Lead by example during assigned events, maintaining composure, professionalism, and a solutions-focused approach.

Exceptional Member and Guest Service

• Build trusted relationships with members, clients, planners, vendors, and colleagues through responsive and gracious communication.
• Anticipate needs, identify potential challenges early, and resolve event-day concerns with discretion and sound judgment.
• Seek feedback on food, beverage, service, and the overall experience, sharing relevant observations with the appropriate teams.
• Contribute to continuous improvement by participating in event debriefs and recommending practical service enhancements.

Qualifications and Skills

• Previous experience in event coordination, catering, hospitality sales, banquets, private clubs, hotels, restaurants, or a comparable customer experience environment.
• Demonstrated experience planning events and managing multiple timelines, priorities, and stakeholders.
• Strong written and verbal communication skills, with a polished and professional approach.
• Excellent organization, accuracy, follow-through, and attention to detail.
• Confident using Microsoft Outlook, Word, and Excel; experience with event management, diagramming, CRM, or point-of-sale systems is an asset.
• Working knowledge of food and beverage service, banquet operations, and audiovisual requirements is an asset.
• Ability to remain calm, resourceful, and guest-focused in a fast-paced environment.
• Professional appearance and manner, with the ability to interact comfortably with diverse groups and build strong relationships within the Club and community.
• Ability to work independently and collaboratively and to exercise discretion with member and client information.
• Availability to work a flexible schedule, including select evenings, weekends, and holidays, based on the event calendar.
• Smart Serve certification is required or must be obtained within an agreed period after hire.
• Must be legally entitled to work in Canada.

Physical and Scheduling Requirements

• Ability to move throughout the Club and…