Platters Catering & Events Inc.
Location: Guelph, Ontario – in office.
Position: Full-time, hourly
Schedule: Primarily weekday office hours, with occasional evening and weekend availability
Compensation: $22.00 - $24.00 per hour, based on experience
About Platters Catering & Events
Platters Catering & Events is a Guelph-based, off-site catering company serving weddings, corporate functions, meetings and events, as well as social events throughout the region. We pride ourselves on delivering high-quality food, attentive service and organized event experiences.
We are seeking a professional, highly organized Catering Coordinator to support our clients and internal teams throughout the catering process. This position is ideal for someone who enjoys working with people, managing details and keeping multiple priorities moving forward in a fast-paced environment.
Come be part of the Platters Catering & Events team, where great food, exceptional service and memorable experiences come together. Join a local company where your talents are valued, your ideas are welcomed and every event offers something new.
The Role
The Catering Coordinator will serve as an important point of contact for clients, helping guide orders and events from the initial inquiry through quoting, contracting, payment administration and final handoff.
This is primarily an office-based coordination role that combines client service, event and order administration, sales follow-up and general office support. The successful candidate will be comfortable taking ownership of event and order files, following established processes as well as creating processes and ensuring information is complete, accurate and communicated on time.
Key Responsibilities
Coordination and Communication
- Gather complete information about prospective events, including the date, location, guest count, service requirements, budget and event vision.
- Provide clients with general information about menus, services, policies and planning requirements.
- Schedule client meetings, tastings, site visits and final-details appointments, as required.
- Follow up with clients regarding outstanding decisions, documentation and deadlines.
- Address routine questions independently and escalate complex concerns appropriately.
- Prepare accurate proposals, quotes, contracts and supporting documents using approved pricing and templates.
- Process revisions and ensure the most current event information is reflected in all relevant documents.
- Coordinate contract signatures and maintain complete electronic and physical event files.
- Track deposits, payment schedules and outstanding balances.
- Issue payment reminders and maintain accurate payment records.
- Protect confidential client, financial and company information.
Event Details and Internal Handoffs – Supporting Role, as needed
Collect and document final event details, including guest counts, menus, dietary requirements, timelines, service expectations, rentals and venue information.
- Confirm that required forms, approvals and client decisions are received by established deadlines.
- Assist in the review event files for completeness and accuracy before they are released to operational teams.
- Communicate confirmed details and changes to culinary, operations, service and management teams, as required.
- Participate in internal event meetings and communicate action items.
- Assist with rental, venue and vendor coordination when required.
- Support post-event follow-up and file completion.
Sales and Lead Follow-Up
- Maintain organized records of inquiries, proposals, follow-up dates and booking status.
- Follow up with prospective clients after proposals have been issued, convert proposals into contracts based on follow-ups.
- Identify appropriate opportunities to recommend additional services or menu options.
- Reconnect with past clients and support repeat-business initiatives.
- Provide administrative support for venue partnerships, corporate accounts and promotional initiatives.
Administrative Office Support
- Monitor shared inboxes, telephone lines, calendars and appointment schedules.
- Maintain organized electronic and physical filing systems.
- Assist with data entry and database maintenance.
- Help maintain office and other supplies, forms and administrative resources.
- Provide general administrative support to management and other departments as required.
- Contribute to creating and improving internal processes, templates and client service standards.
Qualifications and Experience
- Minimum three years of experience in an administrative, coordination & customer-service role.
- Previous catering, hospitality, or event-planning experience is a strong asset.
- Experience using Caterease is as asset; experience with comparable catering, event-management or CRM software will be considered.
- Strong technical aptitude and the ability to learn new software and processes quickly.
- Strong proficiency with Microsoft 365, particularly Outlook, Word, Excel, and shared calendars.
- Valid driver’s licence and ability to travel to local venues or meetings when required.
- Experience preparing professional quotes, contracts, invoices or other client-facing documents.
- Experience handling confidential client and payment information is an asset.
Skills and Attributes
The successful candidate will demonstrate:
- A high level of professionalism, discretion and sound judgment.
- Excellent written and verbal communication skills.
- Strong attention to detail and commitment to accuracy.
- Exceptional organization, time management and follow-through.
- The ability to manage multiple events, clients and deadlines simultaneously.
- A calm, solutions-focused approach when priorities change.
- Confidence communicating with clients, vendors and internal team members.
- The ability to work independently while contributing to a collaborative team.
- Strong proofreading, recordkeeping and data-entry skills.
- Initiative, accountability and a willingness to identify what needs to be done.
- Flexibility and adaptability in a growing, fast-paced catering environment.
- A genuine interest in creating positive experiences for clients and their guests.
Schedule and Working Conditions
- Full-time hourly position of approximately 40 hours per week.
- Primarily scheduled during weekday office hours.
- Occasional evening and weekend availability will be required based on meetings, tastings, site visits and business needs.
- This is primarily an on-site position at our Guelph office.
- Some local travel may be required.
What We Offer
- Competitive hourly compensation based on experience
- Vacation days
- Un-paid yearly break over Christmas
- Complimentary staff lunches
- On-site parking
- Professional development and training opportunities
- Company events
- The opportunity to contribute to a local catering and events company with great clients and interesting events!
- A varied role where organization, initiative and client service have a visible impact.
Pay: $22.00-$24.00 per hour
Benefits:
- Company events
- Discounted or free food
- On-site parking
Experience:
- Administrative: 3 years (preferred)
Work Location: In person
