Full time Permanent Associate

Description

The Catering Coordinator is responsible for delivering responsive, professional customer service while managing multiple catering inquiries, bookings and deadlines in a fast-paced restaurant environment. The position ensures every customer request is captured, acknowledged, accurately recorded and followed through from initial contact to order delivery, invoicing and post-event follow-up. Strong organization, attention to detail and calm multitasking are essential to prevent missed orders, lost business and service delays.

Reporting to the Owner, General Manager or designated manager on duty, the Coordinator works closely with the Executive Chef, cooks, expediters, front-of-house staff, drivers and Finance. Kitchen production decisions remain with authorized kitchen leadership.

Customer Service, Inquiry Response & Client Relations

- Act as the primary contact for catering clients; monitor assigned telephone, voicemail, email, website/app and referral channels, and record and acknowledge every inquiry within SIB's established response standards.
- Provide friendly, accurate and timely information about approved menus, pricing, availability, timelines and catering options; clearly explain next steps and meet customer follow-up commitments.
- Manage simultaneous inquiries calmly during busy periods; elevate urgent requests, dissatisfied customers and any unanswered or at-risk inquiry before it becomes a lost booking.

Quotes, Bookings & Order Accuracy

- Prepare complete quotes and booking records using approved prices and terms; verify event dates, customer contacts, quantities, menus, dietary/allergen needs, delivery or pickup details and payment requirements.




- Maintain a reliable catering calendar and confirm every accepted order, deadline, change and cancellation with the client and relevant internal teams; seek approval for pricing or other exceptions.
- Use order checklists and advance reviews to catch omissions, prevent double-bookings and ensure complete, accurate orders are ready for preparation and delivery.

Customer Records, Tracking & Follow-Up

- Record every inquiry, lead, quote, booking, client message, order change and next action in SIB's approved tracking tools, including email, calendars, order logs, spreadsheets and any CRM system adopted by SIB.
- Review open items daily. On Monday (or the next scheduled workday), check all inquiries, voicemails, emails, quotes and orders received over the weekend; respond to clients, verify details, record follow-ups and alert the kitchen and delivery teams to upcoming orders.
- Follow up on pending quotes, upcoming bookings and completed events; track repeat customers and opportunities, and report lost or unconfirmed inquiries to management.
- Communicate complete, confirmed catering instructions and changes to the Executive Chef, cooks, expediters, drivers and front-of-house team with sufficient notice and obtain acknowledgment when needed.
- Monitor multiple orders and event deadlines at once; coordinate staging, packing, pickup, delivery timing,



equipment and logistics, and follow up before problems affect the client.
- Verify that orders are complete, correctly labelled and ready for handover or dispatch; report shortages, delays, missed handovers and order errors immediately to the appropriate lead.

Invoicing & Payment Follow-Up

- Prepare and issue accurate catering invoices under approved procedures; verify order totals, deposits, client billing details and approved additional charges.
- Track invoices sent, payment due dates, receipts and outstanding balances in approved records; coordinate with Finance on discrepancies and overdue accounts.
- Follow up consistently and professionally within delegated authority; refer disputes, refunds, write-offs or changes to payment terms for management approval.

Quality Assurance, Reporting & Accountability

- Provide proactive customer updates, check service details before each event, address routine concerns and obtain feedback after delivery or service.
- Provide management with clear updates on outstanding inquiries, quotes, bookings, upcoming events, order issues, customer complaints, payments and follow-up actions.
- Escalate at-risk or missed inquiries, order changes, cancellations, staffing or delivery disruptions and food-safety concerns promptly; maintain complete records and reliable handovers.
- Follow SIB food-safety, privacy, workplace safety, respectful-conduct and confidentiality procedures while working efficiently under pressure.

Responds professionally and promptly; listens carefully, follows through and maintains confidence with clients during busy periods.

Organization & mult

📌 Catering Coordinator (Winnipeg)
🏢 Shelly's Indigenous Bistro
📍 Winnipeg