Catering Coordinator
Stanford Hotel Group
 San Diego, CA

Overall Responsibilities:

Perform all administrative/coordinating duties for designated staff including but not limited to correspondence, files, telephone communications, preparation of contracts, reports, catering arrangements, and any other tasks assigned. This position requires “self-management“ i.e. the Catering Coordinator must recognize the tasks needing attention, being able to prioritize then and act without specific direction.

Essential Functions:

“ Qualify incoming inquiry calls and walk-in for catering. Fill out inquiry form and give information to appropriate managers.

“ Represent Catering by handling catering inquiries, walk-in clients & site visits when Catering Managers are out of the office.

“ Check availability and book in-house and pop-up meetings. Get approval from Dir. of Catering for any special requests such as food and beverage, setup, prior to creating and routing event orders.

“ Coordinate definite meetings and events as assigned. Meet and greet on-site clients.

“ Create contracts & detail event orders for managers and return for approval.

“ Create files for all definite catering business

“ Call for guarantees (three business days prior to groups arrival)

“ Print and route Method of Payment report for upcoming groups (10 business days prior to arrival)

“ Print pre-batch on Monday and email to appropriate departments

“ Print event order batch and distribute every Wednesday to appropriate departments

“ Route: add-ons, event order pop-ups & revisions for all service managers

“ Notify appropriate departments via email regarding internet & phone lines need for upcoming functions in our banquet space

“ Close out all catering files and processing Marriott Rewards points, if applicable

“ Balance and complete daily catering revenue actuals to accounting reports

“ Print Package allocation discrepancy report and route to Catering and CS Mgrs.

“ Compile comp set menu survey. Update all menus for upcoming year

“ Send Function & Group Report to Human Resource.


“ Regular attendance in conformance with standards, which may be established by Hotel /Stanford Hotels from time to time, is essential to the successful performance of this position.

“ Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the hotel. Employees with irregular attendance will be subject to disciplinary action, up to and including termination of employment.

“ Upon employment, all employees are required to fully comply with Hotel and or Stanford rules and regulations for safe and efficient operation of hotel facilities. Employees who violate Hotel rules and regulations will be subject to disciplinary action, up to and including termination of employment.

EOE M/F/Disabled/Veterans

San Diego Hotel Company is an equal employment/affirmative action employer. If you need accommodation for any part of the application process because of medical condition or disability, please send an email to or call 619-446-6031 to let us know the nature of your request.