Job Overview

We are seeking an organized, driven, and results-oriented Assistant Catering Sales Coordinator to work directly alongside our leadership. In this strictly sales-focused role, you will act as the support in driving revenue, managing incoming leads, and maintaining client relationships. Your enthusiasm and organizational skills will help drive successful events while providing exceptional guest experiences.

This paid position offers an exciting opportunity to develop your skills in hospitality, sales, and customer service within a vibrant environment.

The ideal candidate possesses sharp communication skills, excels at closing deals, and thrives in a administrative hospitality environment. Proficiency in Caterease or similar catering management software is strictly required.

Core Responsibilities

1. Lead Management & Client Relations

- Manage incoming inquiries by promptly answering phone calls, responding to sales emails, and vetting web leads.
- Conduct initial client consultations to discover event visions, guest counts, dietary needs, and budget requirements.
- Maintain organized client profiles and log all communication touchpoints to ensure a seamless booking experience.

2. Proposal Generation & CRM Management

- Build custom proposals, detailed menus, and formal contracts within Caterease (or similar catering software).
- Ensure accurate pricing structures, including up-to-date food costs, beverage packages, and administrative fees.
- Update and maintain the sales pipeline dashboard to provide clear visibility on pending, booked, and lost business.

3. Sales Closing & Coordination

- Follow up systematically with outstanding leads to successfully convert inquiries into booked events.
- Process event deposits,



coordinate final contract signatures, and lock in event dates.
- Hand off finalized event details smoothly to the kitchen and operations teams, communicating menu changes or special client requests.

Responsibilities

- Assist in managing incoming catering inquiries via phone, email, and in-person interactions, ensuring prompt and professional responses.
- Support the sales team in preparing proposals, contracts, and event menus tailored to client needs.
- Coordinate with culinary, service, and event staff to ensure all details are executed flawlessly from initial booking through event completion.
- Upsell additional services or amenities to maximize revenue opportunities while maintaining a focus on guest satisfaction.
- Maintain organized records of bookings, client communications, and event details using the venue’s management systems.
- Collaborate with marketing to promote catering offerings through various channels and contribute to special promotions or packages.
- Assist with budgeting tasks by tracking sales goals and helping manage costs related to catering events.
- Previous experience in hospitality, restaurant service, or hotel operations is highly preferred.
- Strong communication skills with the ability to negotiate effectively and build rapport with clients.




- Demonstrated organizational skills with attention to detail and ability to manage multiple tasks simultaneously.
- Knowledge of marketing strategies and guest services principles to enhance client engagement.
- Ability to work efficiently under pressure while maintaining a positive attitude.
- Familiarity with time management techniques to meet deadlines consistently.
- Experience in upselling or negotiation within a customer service setting is a plus.

Job Requirements & Qualifications

- Software Experience (Mandatory): Hands-on experience using Caterease or closely related catering CRM software (e.g., Tripleseat, Total Party Planner).
- Experience: Minimum of 3- 5 years in catering sales, event booking, or hospitality sales support.
- Skills: Exceptional written and verbal communication, excellent phone etiquette, and robust negotiation skills.
- Schedule: Flexible part-time availability during weekday office hours to handle standard corporate and social inquiries.

What We Offer

- A flexible part-time schedule focused strictly on the sales pipeline (no event execution or FOH floor management required).
- An attractive compensation structure combining a stable hourly wage with commission incentives on food and beverage sales.
- Growth opportunities within a thriving, fast-paced catering company.

Join us if you’re passionate about delivering outstanding guest experiences, eager to grow your career in hospitality sales, and ready to contribute your energy and enthusiasm to our vibrant team! Pay: $30.00 per hour

Expected hours: 20.0 per week

Benefits

- Flexible schedule
- On-site parking

Experience:
- Hospitality Sales: 3 years (required)

Language:
- Fluent English (required)

Work Location: In person

📌 Assistant Catering Sales Coordinator (Calgary)
🏢 Urbane Culinary
📍 Calgary