Event Coordinator & Office Administrator

Position Overview

Meatings Barbecue is seeking a highly organized, personable, and motivated Event Coordinator & Office Administrator to support our growing catering and events business.

This position combines wedding and event coordination, catering sales, customer service, and general office administration. The successful candidate will be responsible for managing client relationships from initial inquiry through event completion, coordinating event logistics with our operations team, and ensuring the smooth operation of our administrative processes.

This role requires exceptional communication skills, attention to detail, strong organizational abilities, and a proactive approach to problem-solving.

Key Responsibilities

1. Catering Sales & Client Relations

- Manage incoming catering inquiries through email, telephone, website submissions, Shopify, and Tripleseat.
- Respond promptly and professionally to prospective and existing customers.
- Educate clients on catering menus, packages, pricing, service options, and minimum spending requirements.
- Prepare customized catering proposals, quotations, and booking correspondence.
- Conduct client consultations to understand event requirements, budgets, and expectations.
- Proactively follow up with prospective clients to convert inquiries into confirmed bookings.
- Identify opportunities to increase booking values through menu upgrades, additional services, and upselling.
- Recommend alternative service options to accommodate client budgets while maintaining company profitability.
- Maintain accurate client records, booking statuses, and communications within Tripleseat.
- Build lasting client relationships to encourage repeat business and referrals.

2. Wedding & Event Coordination

- Serve as the primary point of contact for assigned weddings, corporate events, and private catering bookings.
- Coordinate event details between clients, venues, kitchen staff, service teams, and management.
- Organize and conduct client consultations, wedding tastings, and venue site visits.
- Develop and maintain detailed event timelines, schedules, and service requirements.
- Coordinate venue arrangements, equipment rentals, setup requirements, and event-specific logistics.
- Prepare comprehensive event documentation, including: Catering orders and kitchen production sheets, event timelines and service schedules, equipment and packing lists, staffing requirements and assignments, venue information, site maps, and setup instructions, client contacts and special requests.
- Confirm all event details with clients before final production deadlines.
- Communicate changes and special requirements to the appropriate departments.
- Maintain communication with venue coordinators and other event partners.
- Assist with resolving last-minute changes, scheduling conflicts, and operational challenges.
- Provide on-site event support when required to maintain service standards.

3. Catering Operations & Internal Coordination

- Prepare and distribute weekly catering production sheets to the kitchen and operations teams.
- Coordinate with the Executive Chef and Catering Operations Manager to review upcoming events, production requirements, and staffing needs.
- Ensure all event information is accurate, complete, and communicated within established deadlines.
- Monitor upcoming event schedules to identify potential conflicts or missing information.
- Coordinate equipment rentals, confirm quantities and invoices, and arrange pickup or returns when required.
- Communicate inventory shortages,



product availability, and operational limitations to relevant team members.
- Assist with large catering orders, seasonal promotions, and high-volume production periods.
- Support event execution and operational teams during exceptionally busy periods when required.

4. Scheduling & Staffing Administration

- Assist with scheduling catering servers and event staff based on confirmed bookings.
- Track employee availability, time-off requests, and scheduling changes.
- Coordinate last-minute staffing adjustments with operations management.
- Ensure appropriate staffing information is included in event documentation.
- Review and process weekly staff tip distributions, verifying accuracy and maintaining records.
- Maintain employee information within applicable scheduling and tip distribution systems.
- Track outstanding tip payments and resolve discrepancies as required.

5. Office Administration & Customer Service

- Monitor and manage general company email inboxes, incoming telephone calls, voicemails, and website inquiries.
- Direct inquiries to the appropriate department or manager and ensure timely follow-up.
- Maintain organized electronic files, client records, booking documents, and administrative information.
- Track outstanding client questions, deposits, balances, and payment deadlines.
- Follow up with customers regarding overdue event payments and outstanding information.
- Monitor Shopify orders and coordinate the administrative processing of party platters, seasonal packages, and other catering orders.
- Maintain accurate records of seasonal promotions, large orders, and holiday package sales.
- Support management with general administrative tasks, correspondence, and document preparation.
- Identify opportunities to improve administrative processes, communication, and operational efficiency.
- Upload weekly invoices and receipts to accounting and inventory management softwares.

6. Event Management & Financial Follow-Up

- Maintain accurate event calendars and booking records within Tripleseat.
- Review upcoming events regularly to ensure deadlines, deposits, and required information are received.
- Update booking statuses and follow up on outstanding proposals or inactive leads.
- Monitor event payments and communicate outstanding balances to customers.
- Ensure completed events are properly closed out within the booking system.
- Follow up with customers following their events to gather feedback and request online reviews.
- Maintain accurate records of cancellations, booking changes, and confirmed events.
- Provide management with updates on upcoming bookings, outstanding proposals, and potential sales opportunities.

7. Marketing & Sales Support

- Assist with the development of promotional materials for catering services, weddings, seasonal packages, and special events.
- Prepare customer-facing materials, including event menus, signage, promotional documents, and branded correspondence.
- Support seasonal catering campaigns and high-volume promotional periods.
- Assist with customer contact collection and email marketing initiatives.
- Identify opportunities to generate new catering leads through existing customers, venues, and community partnerships.




- Collaborate with management on menu ideas and customized catering offerings for corporate, VIP, and returning clients.
- Ensure information communicated to customers accurately reflects current menus, pricing, availability, and promotions.

8. Communication & Problem-Solving

- Act as a central point of communication between customers, sales, kitchen operations, event staff, and management.
- Proactively identify and address potential operational or customer service issues.
- Communicate scheduling changes, product limitations, and event adjustments promptly.
- Manage competing priorities while maintaining accuracy and customer service standards.
- Escalate significant customer concerns, financial issues, and operational challenges to management.
- Take ownership of assigned responsibilities and ensure all tasks are completed within established deadlines.

Qualifications & Experience

- Previous experience in event coordination, catering sales, hospitality administration, or a related field required.
- Excellent written and verbal communication skills.
- Robust organizational abilities and exceptional attention to detail.
- Ability to manage multiple projects, clients, and deadlines simultaneously.
- Experience using CRM or event management software; Tripleseat experience is considered an asset.
- Familiarity with Shopify, Google Workspace, 7-Shifts, and general office applications is an asset.
- Strong customer service skills and a professional, solutions-oriented approach.
- Comfortable discussing pricing, preparing proposals, and closing sales.
- Ability to work independently while collaborating effectively with multiple departments.
- Flexibility to assist during occasional evening or weekend events.

Performance Expectations Success in this position will be evaluated based on:

- Customer Responsiveness: Timely and professional responses to customer inquiries.
- Sales Performance: Conversion of catering inquiries into confirmed bookings and achievement of established sales targets.
- Event Accuracy: Complete and accurate event documentation delivered within required deadlines.
- Customer Satisfaction: Positive client feedback, successful event execution, and repeat business.
- Administrative Efficiency: Organized records, timely follow-ups, and minimal outstanding administrative tasks.
- Internal Communication: Effective coordination between sales, kitchen, catering operations, and management.
- Financial Accountability: Accurate tracking of deposits, outstanding balances, and completed bookings.

Compensation The position will include a competitive base salary commensurate with experience, with additional earning potential through a performance-based sales commission structure. Commission eligibility, calculation, and payment terms will be outlined in a separate compensation agreement.

Position Summary The Event Coordinator & Office Administrator plays a key role in the success of Meatings Barbecue's catering and events division.

This individual is responsible for providing an exceptional customer experience, generating and managing catering bookings, coordinating event details, and ensuring administrative processes run efficiently.

The ideal candidate is someone who takes ownership of their work, communicates effectively, anticipates problems before they arise, and contributes to the continued growth and success of Meatings Barbecue Inc.

Pay: $40,000.00-$55,000.00 per year

Benefits

- Casual dress
- Discounted or free food
- On-site parking
- Store discount

Work Location: In person

📌 Event Coordinator & Office Administrator (Orléans)
🏢 Meatings Barbecue
📍 Orléans