Job Description

Job Description

Join Our Team

We’re thrilled to share that Catering Connection is now under the ownership of Santa Barbara locals Charlie and Kathleen Schaffer, founders of the renowned hospitality company Schaffer LA. With a deep appreciation for our legacy, they’re dedicated to upholding the exceptional quality, personalized service, and thoughtful care you've come to expect—while infusing new energy and a shared love for creating unforgettable events.

Catering Connection is a full-service catering and event company proudly based in Santa Barbara. We specialize in high-end events, showcasing seasonal, locally sourced ingredients and delivering exceptional service. We value professionalism, strong teamwork, and bringing joy to every event we serve.

Position Summary

As the Event Coordinator , you’ll play a key role in supporting our Vice President, Sales Managers, Supervisors, and Captains preparing and organizing event documents, and coordinating staffing logistics. This role is essential in ensuring the seamless execution of events and the smooth operation of day-to-day administrative tasks.

Teamwork

All team members at Catering Connection are expected to assist with unloading vans and trucks at the start of the event and reloading them at the end.

CHEGG

Creativity, Hospitality, Excellence, Genuine, Genius

Essential Responsibilities

\t Event Staffing Coordination – large part of this role.

• Create and manage employee schedules with at least a 6-month projection, accommodating events that require roles such as servers, kitchen assistants, and bartenders, with team sizes ranging from one to over 20 employees.
• Coordinate staffing logistics and communicate changes promptly.
• Confirm event staffing one week in advance and organize carpools if needed.
• Communicate with staffing agencies to fill gaps when necessary.
• Communicate with Schaffer LA to fill gaps when necessary.
• Manage the staff email for shift coordination and cancellations.
• Collect post-event documentation for payroll processing.
• Constant updating of employee files (physical and digital).
• Share important announcements with staff via Staffmate.

Sales Support – Daily, Weekly, and Monthly Responsibilities

\t Event Preparation & Execution Support

• Assist with Banquet Event Orders (BEOs) updates, processing rental order changes, and assist Sales Managers during absences.
• Assemble complete event binders (BEOs, rental details, sign-in sheets, etc.).
• Assist with printing and organizing event materials: menus, tent cards for buffet stations, table numbers, and wedding signs.
• Assist with framing and preparing all printed materials for events.
• Assist with board preparation for the kitchen.
• Prepare for and set up menu tastings; type up and enter tasting menus once received from clients.
• Check tasting supplies and ensure all tasting materials are in order.
• Create wedding staff event worksheets and wedding gift bags.

\t Rental & Vendor Coordination

• Review rental orders post-event and after Sales Manager updates.
• Follow up with rental companies to confirm changes have been made.
• Reach out to photographers for event photos.
• Create and update venue photo pages using Canva.

\t Administrative & Office Management

• Manage and restock office supplies monthly.
• Maintain organized work and reference binders.
• Scan, collate, email, and request documents; communicate with administrators, management, or vendors as needed.
• Perform various tasks as assigned, including document handling and follow-ups.

\t Accounting & System Updates

• Assist with Accounts Receivable (AR) and Accounts Payable (AP) tasks.
• Monthly email reminders to clients regarding upcoming payments & key event dates.
• Confirm tax details are correct on all events monthly.
• Ensure travel car arrangements are added to StaffMate for relevant events.
• Enter and update event details into internal tracking documents (client name, planner, photographer, venue, etc.).
• Conduct monthly check-ins with StaffMate and confirm upcoming booked events.
• Enter event staffing information into StaffMate.

Onsite Event Support – important part of this role.

• Oversees catered events at offsite venues.
• Support the Supervisor and/or Captain to schedule food service personnel, assign specific tasks or services, ensure that safety and sanitation codes are followed, and train staff to recognize improper guest behavior. Also support with coordinating with kitchen staff to get details of the menu, food preparation activities, and service standards. Examine the cleanliness of the venue, such as the condition of the bathrooms, prior to a function.
• Ensures that elements of a venue are ready before guests arrive, including the dining tables, bar, food, and beverages. During the event, interact with the host to respond to any special requests or last-minute adjustments. Monitor the activities of workers and guests and respond to questions, complaints, or comments that may arise.

Onsite Event Support Essential Functions – important part of this role.

• Professional verbal and written communication skills.
• Must be organized and detail oriented.
• Requires the ability to be flexible and adapt to change.
• Conference with customers to determine their specific event setup requirement.
• Assist customers in choosing event setup plans offered by the facility, according to their specific needs.
• Confer with chefs and stewards to chart out a plan to meet each event’s detailed requirements.
• Coordinate food services with kitchen staff, chefs, catering and sales managers.
• Interact with customers during the event to ensure their satisfaction and to meet any additional requirements.
• Coordinate food services with kitchen staff, chefs, catering and sales managers.
• Assure that all floors, furniture and work areas are clean and presentable.
• Greet customers in a friendly manner and show them to their seats.
• Coordinate the services of serving staff to ensure delivery of food items to the event tables in a timely fashion.
• Confirm room layouts and ensure that appropriate services for car parking and security are in check.
• Listen to and resolve customers’ complaints by keeping within the limitations of the organization, while striving to achieve high customer satisfaction.
• Other duties as may be assigned.

Office Administration Support

Menu Sign Management:

• Receive menu sign requests from the Sales Team.
• Format, print, and prepare professional menu signs for each event.
• Maintain a consistent, branded look for all signage.
• Ensure all requested signs are completed on time and without errors.

Event Logistics Coordination:

• Verify that menu signs and other key printed materials are included with the correct catering orders.
• Coordinate with kitchen and delivery teams to ensure signage is packed on the correct van for each event.
• Maintain a checklist system to track fulfillment of sign requests per event.

Administrative Support:

• Assist with other office tasks as needed (e.g., filing, data entry, printing).
• Communicate effectively with the Sales, Kitchen, and Delivery teams to prevent any missed materials.

Inventory & Supplies:

• Monitor stock levels of paper, ink, sign holders, etc.
• Reorder supplies as needed to ensure uninterrupted workflow.

Human Resources Support

• Occasionally help to onboard new team members.
• Support training efforts and contribute to team growth and recruitment.
• Support data entry for payroll and gratuity

Qualifications

• Minimum 5+ years of experience in catering sales or operations (Santa Barbara experience preferred).
• Strong knowledge of food, wine, and hospitality services.
• Proficiency in Microsoft Office Suite; knowledge of Total Party Planner or Staffmate a plus.
• Excellent organizational skills and attention to detail.
• Effective communication and interpersonal skills.
• Proactive, self-starter, and able to work with minimal supervision.
• Familiarity with social media platforms is an asset.
• Interest in cross-training as a Supervisor or Captain is a plus.

Required Competencies

• Experienced in managing plate-up, buffet service, and events of all sizes, from intimate gatherings to large-scale functions.
• ·Time Management, Strategic Thinking, Business Acumen, Attention to Detail, Leadership & Initiative, Strong Communication, Presentation & Interpersonal Skills

Work Environment & Physical Demands

• Office-based position equipped with standard tools, including a Mac computer, Apple phone, copier, and more.
• Occasional lifting of up to 20 pounds.
• Regular communication via phone and email.
• Ability to stand, walk, and use hands for extended periods during events.

Position Type/Expected Hours of Work

• This position regularly requires flexibility, regular business hours and weekend work.

Travel

• Some travel may be required to Solvang, Santa Ynez, Ojai, Ventura, Malibu, occasionally LA. This will be paid our standard mileage rate set by our state.
• California Class C driver’s license with clean DMV record.

Required Education and Experience

• A bachelor's degree or equivalent work experience in an event/catering /hospitality environment.
• Minimum of 5 years’ experience in a similar role.
• Must have hospitality industry experience.
• Staff management experience required.
• Excellent computer skills including proficiency in Microsoft Office, CRM’s.
• Ability to focus on details, analyze and resolve problems.

Other requirements

• Access to both email and phone communications.
• Ability to download and use the “Staffmate App” to manage availability and schedule; accepting or declining jobs through the app is required.
• Reliable and flexible to work weekdays and weekends.
• Reliable transportation to and from the office or venue.
• Prompt and responsive in accepting job assignments.
• May occasionally be asked to drive or participate in a carpool for jobs that require travel.
• Ability to drive the company vans is helpful but not required.
• Experience with social media is a plus, but not required.

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