Catering Coordinator Four Seasons Hotel

The Catering Coordinator is a key member of the team, responsible for providing administrative support to the Catering department and assisting with all aspects of the catering services planning process. This role supports the execution of events ranging from corporate functions to social gatherings and works closely with hotel departments to coordinate internal Four Seasons meetings.

• Answer and manage incoming calls, emails, and guest inquiries in line with Four Seasons standards; assist with overflow calls for the Commercial Division.
• Provide administrative support to the Catering team, including preparing proposals, contracts, payment links, reports, Banquet Event Orders (BEOs), schedules of events, menus, and other correspondence using MS Word, GS&C, Power BI, and the Hotel Intranet.
• Create and maintain client and event records in GS&C and other platforms; manage enquiries, bookings, traces, and updates to the function diary.
• Coordinate logistics for internal and external events, including menu planning, signage (printed and digital), floor plans, and printed materials.
• Support meeting room bookings, monitor availability, and assist with internal meetings under the guidance of the Catering Sales Manager.
• Distribute catering documentation (BEOs, resumes, amenity cards) to operational departments in a timely and accurate manner.
• Conduct site visits and walk-throughs with prospective clients to showcase event spaces and offerings.
• Maintain electronic and physical filing systems for client accounts, program evaluations, and event documentation.
• Monitor third-party platforms such as CVENT and Lanyon to capture and respond to business leads.
• Generate and distribute key reports, including daily event updates, monthly sales summaries, and tracking documents.
• Manage inventory and ordering of departmental supplies and marketing materials, including catering packets, menus, and promotional items.
• Create and process purchase orders, service requests, and internal submissions through BirchStreet, ServiceNow, and the hotel intranet.
• Operate office equipment including printers, copiers, paging systems, fax, and bindery machines.
• Provide support for front-of-house and guest-facing duties during events, including hospitality desk coverage and assisting Banquets with setup and teardown as needed.
• Provide client support and find solutions in the absence of a Catering Manager.
• Assist with onboarding, mentoring, and cross-training team members and interns; provide departmental coverage as needed.
• Attend departmental meetings and contribute to administrative and cross-functional projects.
• Maintain professional grooming and hygiene standards in accordance with Four Seasons policies.
• Foster a respectful and collaborative work environment through effective teamwork and communication.