The Role at a glance:

Constellation Culinary Group is seeking a motivated, organized, and detail-oriented Catering Coordinator to support our Sales and Event Management teams across the Philadelphia and New Jersey region.

This is a highly administrative role focused on keeping sales, marketing, and event processes organized, accurate, and moving forward. The Catering Coordinator will provide behind-the-scenes administrative support to the Directors of Catering, Event Managers, and Regional Director of Sales, including managing inquiry data, preparing proposals and reports, preparing materials for site tours and client meetings, supporting sales outreach and marketing initiatives, and assisting with event administration. The ideal candidate is highly organized, detail-oriented, comfortable managing multiple priorities, and eager to learn catering systems and processes.

What you'll be doing:

Sales & Administrative Support

· Learn and utilize CaterXpert to support daily sales and administrative needs.

· Assist in lead inquiry process by entering, maintaining, and auditing inquiries and opportunities for accuracy and completeness.

· Assist with proposal revisions, updates, re-issuing, and quality control.

· Maintain organized SharePoint files and sales resources.

· Prepare and organize BEOs, menus, and other sales/event materials as needed.

· Prepare site tour materials, including collateral packets, menus, venue information, floor plans, and client gifts.

· Assist with client tastings, sales meetings, networking events, trade shows, and sales blitzes..

· Support sales and business development projects as needed.

· Assist Sales with maintaining venue profiles and listings on industry platforms, including uploading images, albums, menus, and updated venue information.

· Provide administrative support to Event Managers, including PRL updates, BEOs, event paperwork, and internal follow-up.

· Assist with third-party vendor communication and administrative needs.

· Support menu signs, menu cards, lookbooks, and other event production materials.

· Attend weekly BEO and event recap meetings and take notes when needed.

· Assist with internal follow-up related to logistics, rentals, and event production.

· Assist Events Managers in planning, coordinating, and executing events on a need basis during peak season

· Support special projects and other administrative needs across Sales and Operations.

What we're looking for:

Qualifications & Skills

· Prior administrative, catering, hospitality, event experience preferred.

· Strong written and verbal communication skills.

· Excellent organizational skills and attention to detail.

· Ability to manage multiple priorities and meet deadlines.

· Strong computer skills, including Microsoft Office Suite and spreadsheets.

· Experience with Canva and online marketing platforms preferred.

· Ability and willingness to learn CaterXpert and other catering/event systems.

· Ability to work independently while collaborating effectively with Sales, Operations, Culinary, and Event Management.

· Professional, positive, and service-oriented approach.

· Comfortable working in a fast-paced environment with competing priorities.

· Strong communication skills with coworkers, supervisors, vendors, clients, and other stakeholders.

Where you'll be working:

Location: 667 N Broad St, Philadelphia, PA 19123

Our Benefits:

• Medical (FT Employees)
• Dental
• Vision
• Voluntary UNUM offering for Accident, Critical Illness and Hospital Indemnity
• Discount Program
• Commuter Benefits (Parking and Transit) 
• EAP
• 401k
• Sick Pay
• Holiday Pay (9 paid holidays)
• Tuition Reimbursement (FT Employees)
• Paid Time Off 

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