Catering Sales and Event Coordinator (On-site)

About the Job

The Catering Sales and Event Coordinator supports the operational and customer service functions of the Hospitality Services Office (HS). This role contributes to campus-wide services including catering sales, event coordination, scheduling support, onsite client assistance, and conference room management. Work hours vary depending on campus event needs and may include early mornings, evenings, and weekends.

Prepares event documentation and coordinates with clients to ensure consistent, high-level service throughout the pre-event, event, and post-event phases. Ensures a seamless turnover from beginning to end of events. Responsible for assigning incoming events to team members.

KEY RESPONSIBILITIES

Event Administration:

• Assist in processing event requests, including entering and submitting catering orders through the CaterTrax or Caterease platforms.
• Support event execution by providing oversight and guidance to the student event team.
• Collaborate with clients to finalize event details and ensure all requirements are clearly documented.
• Create and submit event diagrams for approval following established procedures.
• Submit Facilities Management service requests as needed to support event operations.

Budget & Finance:

• Prepare and assist with the preparation of all event related estimates, Banquet Event Orders and Final Settlements.
• Assist with preparing and processing event billing for summer conference programs and academic-year clients.
• Support the collection, recording, and depositing of payments related to conferences, events, and guest housing.
• Provide administrative support for departmental expenditures, including purchasing, invoice processing, travel reimbursements, billing/recharge submissions, and other related financial tasks.

Customer Service:

• Manage large amounts of incoming calls and walk-ins. Including customer complaints, questions, requests and appropriately distribute.
• Assist with the preparation and filing of post event notes including staffing matrix's, attendance, department reports, cost estimates and settlements, statistics and other event related data to provide insight into future event operations.
• Provides support to Director and Assistant Directors on signature events.
• Participates in client site visits and walkthroughs

Student Hiring:

• Assist in Hospitality Services student hiring. Maintains and updates records, process student intakes in coordination with Payroll, communicates and coordinates with student workers and supervisors in regards to the hiring process, training and any other needs that may arise. Monitor applications and keep organized for proactive hiring needs as they arise.

Qualifications

EDUCATION and REQUIREMENTS

• Bachelor's degree in related area.
• 1 year of related experience or 5 years equivalent related experience/education in lieu of degree.
• Previous Catering Sales/Service Experience (Preferred)

CRITICAL KNOWLEDGE AND SKILLS

• Strong analytical and problem-solving skills, along with an ability to collaborate cross-functionally and learn quickly.
• Excellent communication skills both written and verbal.
• Experience using Microsoft Office software.
• Available to work some nights and weekends.
• Ability to work with stakeholders at multiple levels of the organization.
• Strong time management and project management skills.
• Self-starter and ability to collaborate in a team environment.
• Ability to manage multiple projects simultaneously.
• Event planning skills (Preferred)
• Experience with Event Management & Catering Software (Preferred)
• Experience with Event Diagraming Software (Preferred)

Hiring Range

The hourly range the University reasonably expects to pay for this position is $26.39/hr. - $31.13/hr.

Job Closing Date

This posting will remain open until filled with initial applicant review expected to be on or around March 24, 2026.

Remote/Hybrid eligibility: This position is fully on-site.

How to Apply:

An online application is required for each position to apply. To apply, visit https://careerspub.universityofcalifornia.edu/psc/ucm/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=84879&PostingSeq=1&SiteId=25&languageCd=ENG&FOCUS=Applicant