How to Be Catering Coordinator - Job Description, Skills, and Interview Questions

Feb 3, 2023 / 5 Minutes Read / By Albert

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The cause of the high demand for Catering Coordinators is the increasing popularity of catering services. Event hosts are relying more and more on catering companies to provide the food and beverages for their guests. This has created a need for experienced coordinators to oversee the food preparation, delivery, and presentation.

To be successful in this role, Catering Coordinators must have excellent organizational skills, be familiar with food safety regulations, and have good communication skills to work with vendors and customers. As a result, hiring a skilled Catering Coordinator has become an essential part of event planning and hosting.

Steps How to Become

Obtain a High School Diploma or GED. Earning a high school diploma or a GED is the first step to becoming a Catering Coordinator.
Pursue Post-Secondary Education. Pursuing post-secondary education, such as a degree in hospitality management, can help you become a Catering Coordinator.
Gain Experience. Obtaining experience in the catering industry will help you become a Catering Coordinator. You can gain experience through internships, volunteering, or working in catering-related positions.
Become Certified. Obtaining certification as a Catering Coordinator can help you stand out from other candidates and increase your chances of finding a job. The International Caterers Association offers certification for Catering Coordinators.
Apply for Jobs. Once you have the necessary qualifications, you can begin applying for jobs as a Catering Coordinator. Job postings can be found online or in newspapers.

The ability to be a successful catering coordinator requires a great deal of skill. An effective coordinator needs to be highly organized, have excellent communication and customer service skills, and be able to work well with a team. The ability to multi-task and remain calm in a stressful environment is also essential.

The more skilled a coordinator is, the less likely they are to encounter issues that could cause delays or problems. When a coordinator is able to effectively manage all the components of a catering job, the end result is a successful event with satisfied customers. Therefore, having the necessary skills is essential for any catering coordinator to be successful.

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Job Description

Develop and implement catering plans and strategies based on customer needs and objectives.
Establish relationships with new and existing vendors to secure the best pricing and quality of products.
Monitor restaurant and catering trends to ensure menus are up to date and current.
Prepare and manage catering budgets.
Negotiate contracts with vendors for catering services.
Coordinate with vendors to ensure all details of an event are in order.
Plan menu selections, order supplies, schedule staff, and oversee food preparation.
Oversee set-up, clean-up, and service of events.
Arrange for delivery and pick-up of catering items as needed.
Troubleshoot any issues that arise during events.
Ensure food safety and sanitation regulations are met.
Develop marketing plans to promote catering services.
Respond to customer inquiries and concerns in a professional manner.
Prepare catering reports and analyze data to measure success of events.

Skills and Competencies to Have

Knowledge of food preparation and presentation techniques
Excellent interpersonal and communication skills
Ability to coordinate catering logistics, such as ordering food and supplies, setting up event spaces, and managing staff
Ability to work within a budget
Understanding of safety regulations and food hygiene standards
Strong organizational skills and attention to detail
Ability to multitask and work under pressure
Excellent customer service skills
Knowledge of dietary restrictions
Experience with menu planning, pricing, and cost control
Experience with computer programs such as Microsoft Office and catering software
Knowledge of local food trends and vendors
Creative problem-solving abilities
Ability to develop and maintain relationships with clients
Ability to provide feedback on catering services

Organizational skills are essential for any Catering Coordinator as they have to plan and coordinate events that involve ordering, preparing, and serving food. This requires them to be able to handle many tasks at once, pay attention to detail, and think ahead. Poor organizational skills can lead to incorrect orders, incorrect amounts of food being prepared, and/or food arriving late, which can result in unhappy customers or unmet expectations.

Good organizational skills are also important for anticipating customer needs and ensuring that all necessary items are available and in the right place at the right time. Furthermore, a Catering Coordinator must be able to communicate clearly and effectively with vendors, staff, and customers to ensure that all needs are met. Without these skills, catering events can quickly become chaotic and stressful.

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Frequent Interview Questions

What previous experience do you have in catering coordination?
Describe your approach to customer service in a catering setting.
How do you manage customer expectations when organizing events?
What strategies do you use to stay organized when juggling multiple events?
What methods do you use to ensure events run smoothly?
How do you handle difficult customers or requests?
How do you handle unexpected issues that may arise during an event?
How do you ensure the accuracy and quality of food and drinks served at an event?
What techniques do you use to work efficiently and meet deadlines?
How familiar are you with commercial kitchen equipment and health regulations?

Common Tools in Industry

Calendar Software. Allows for the organization and scheduling of catering events (eg: Google Calendar).
Inventory Management Software. Tracks food, ingredients, and other supplies used in catering events (eg: Square Inventory).
Project Management Software. Manages tasks, deadlines, and budgets associated with catering events (eg: Trello).
Point of Sale Software. Handles customer orders and payments (eg: Square POS).
Accounting Software. Tracks and manages financial transactions related to the catering business (eg: QuickBooks).
Customer Relationship Management Software. Manages customer data, records interactions, and automates sales processes (eg: HubSpot CRM).
Mobile Catering App. Facilitates the ordering and delivery of catering services (eg: GrubHub).
Event Planning Software. Provides tools for planning and organizing events (eg: Eventbrite).
Catering Management Software. Manages menus, orders, staff, and catering venues (eg: CaterZen).

Professional Organizations to Know

International Caterers Association (ICA)
National Association for Catering and Events (NACE)
American Culinary Federation (ACF)
Special Event Network (SEN)
National Restaurant Association (NRA)
Foodservice Consultants Society International (FCSI)
The International Live Events Association (ILEA)
American Association of Chefs de Cuisine (AACDC)
Professional Convention Management Association (PCMA)
International Special Events Society (ISES)

We also have Barista, Catering, Private Catering Chef, and Mobile Catering Manager jobs reports.

Common Important Terms

Menu Planning. The process of determining the types of food to serve and the portion sizes for a particular event or gathering.
Event Planning. The process of organizing and coordinating all aspects of a special event, such as a wedding or conference.
Food Preparation. The process of preparing food for a particular event or gathering, such as selecting ingredients, cooking, and serving dishes.
Food Safety. The practice of following guidelines and regulations to ensure that food is safe and hygienic for consumption.
Budgeting. The process of setting and managing a budget for a particular event or gathering, such as setting costs for menu items and determining the overall cost of the event.
Inventory Management. The process of tracking and managing supplies and materials necessary for an event or gathering, such as food items and equipment.
Client Relations. The practice of interacting with clients in a professional and courteous manner to ensure their satisfaction with the event planning and catering services provided.

Frequently Asked Questions

What is the primary responsibility of a Catering Coordinator?

The primary responsibility of a Catering Coordinator is to plan and manage catering events, including managing food, staff, vendors and other logistics.

What type of qualifications are necessary to become a Catering Coordinator?

To become a Catering Coordinator, one must have a minimum of two years of experience in hospitality or catering management, as well as knowledge of food safety regulations and customer service skills.

How many people does a Catering Coordinator typically manage?

A Catering Coordinator typically manages a team of up to 10 people, including servers, chefs, bartenders and other staff.

What type of budget does a Catering Coordinator typically work with?

A Catering Coordinator typically works with a budget of up to $50,000 for each event.

What type of equipment does a Catering Coordinator need to be familiar with?

A Catering Coordinator should be familiar with kitchen equipment such as ovens, stoves, grills and refrigerators, as well as tableware and serving pieces.