This position is currently vacant.

Senior Event Coordinator

Tulips & Maple Catering Inc.

Reports to: Operations Manager

Position Overview The Senior Event Coordinator is primarily an onsite position, with the majority of working time spent at event venues leading preparation, setup, food and beverage service, and breakdown. Working closely with sales, culinary and operations teams, the position translates the approved event plan into a well-organized guest experience. The role provides hands-on leadership and guidance to event coordinators, captains, servers and bartenders as assigned.

Event coordination, documentation and follow-up support the successful delivery of onsite events.

Duties and Responsibilities

- Event preparation and client coordination
- Coordinate assigned events of varying size and complexity, including weddings, corporate functions, private celebrations and galas.
- Act as the primary onsite contact for assigned clients and venue representatives, confirming service expectations, timelines, dietary needs and approved event details.
- Conduct site visits and coordinate with the sales team to confirm venue access, layouts, service arrangements and practical requirements for event execution.
- Review current event orders, schedules and supporting documents before each event; confirm that the onsite team has accurate information and record changes through approved systems.
- Identify logistical requirements and potential challenges early, and communicate changes promptly to the teams responsible for delivery.
- Preparation and logistics
- Coordinate with culinary, sales, operations, venues and suppliers to confirm staffing, food service timing, rentals, equipment, transportation and setup requirements.
- Arrange menus, signage, décor and other event materials in accordance with the approved event plan and company presentation standards.
- Confirm that required supplies and equipment are prepared, available and accounted for, and coordinate deliveries and returns as assigned.
- Onsite event leadership and service
- Lead assigned events onsite as the Senior Event Coordinator or event captain, overseeing setup, food and beverage service, breakdown and venue cleanup.




- Brief the event team on duties, timelines, service standards, dietary requirements and site-specific safety considerations.
- Monitor event progress, food presentation and guest service; adjust assignments and timing within the approved plan to keep service running smoothly.
- Provide hands-on support with setup, serving, bartending, clearing and cleanup as required; respond professionally to client and guest concerns.
- Duties and responsibilities continuedTeam leadership and quality standards
- Guide and coach event staff, support the orientation and training of new employees, and provide constructive feedback to management.
- Promote respectful communication, teamwork and consistent service practices across departments and event locations.
- Ensure the team follows company procedures for food safety, sanitation, responsible alcohol service and safe use of equipment.
- Identify shortages, service issues and hazards, take appropriate action within the role’s authority, and escalate concerns requiring management decisions.
- Event records and follow-up
- Provide sales and finance with accurate onsite event records and approved additional charges to support final invoicing and reconciliation.
- Record event changes, additional charges, beverage consumption, staffing information and other details required for accurate event closeout.
- Monitor the use of labour, supplies and equipment against the approved event plan, help minimize waste and losses, and report significant variances.
- Complete post-event notes and client follow-up as assigned, documenting feedback, incidents and opportunities to improve future events.
- Protect confidential client, employee and business information, and perform other related duties as assigned.





Decision making and accountability The Senior Event Coordinator is accountable for onsite event readiness, staff direction, service quality and completion of assigned events. The position makes day-to-day operational decisions within the approved event plan. Pricing exceptions, contract changes, refunds, significant additional spending and unresolved complaints are referred to the appropriate manager for approval.

Qualifications and Skills

- At least three years of relevant catering, hospitality or event experience, including experience supervising staff and leading food and beverage service.
- Strong organizational, client service and communication skills, with the ability to manage several events, meet deadlines and resolve time-sensitive problems.
- Experience using catering or event management software, Microsoft Word, Excel and email; ability to maintain accurate records and follow written and verbal instructions.
- Current Smart Serve certification and a valid food handler certificate.
- Valid Ontario driver’s licence and an acceptable driving record where driving is required for assigned duties.

Working Conditions This is primarily an onsite role, with the majority of working time spent at event venues and additional preparation duties at catering facilities as required. Regular onsite attendance is required to lead event setup, service and breakdown. The position requires a flexible schedule, including evenings and weekends, and travel to assigned events. Duties include extended periods of standing and walking, bending, and moving event supplies and equipment using safe handling practices.

Physical requirements are accommodated as appropriate. Work involves frequent interruptions, changing priorities and time-sensitive deadlines.

Pay: $22.00-$25.00 per hour

Expected hours: 32.0 – 40.0 per week

Benefits

- Discounted or free food

Application question(s):
- Are you looking for full time or part-time?

Experience:
- Serving: 1 year (preferred)
- Hospitality: 1 year (preferred)

Licence/Certification:
- Class G Licence (preferred)
- Food Safety Certification (preferred)
- Smart Serve (preferred)

Location:
- Ottawa, ON (preferred)

Work Location: In person

📌 Senior Event Coordinator (Ottawa)
🏢 Tulips u0026 Maple
📍 Ottawa