Wedding and Events Coordinator

Gourmet Caterers, Inc.

Gourmet Caterers is New England’s largest privately owned and operated caterer, planning and executing events for 10 to 10,000 people. The company prides itself on offering gracious, honest, and reliable service. Gourmet is a full-service caterer that also offers a wide array of other services, rentals, and event coordination.

Position Overview
The Wedding and Events Coordinator is an hourly position responsible for supporting the Sales Team in planning and executing high-quality events. This role requires a flexible schedule, including evenings, weekends, and holidays, with duties performed in the office, commissary, and on-site at venues, private residences, or client events. Travel to event locations is required.

The Coordinator works closely with Sales Executives to manage event details from initial planning through execution, ensuring client expectations are consistently exceeded. This position requires strong organizational, administrative, and communication skills, as well as the ability to thrive in a fast-paced, professional environment. The ideal candidate is detail-oriented, creative, and personable, with a proactive, solutions-focused approach to client service.

The Coordinator reports to the Vice President of Sales and Marketing and receives direction from Ownership, the Leadership Team, and Sales Executives.

This position predominantly supports North Shore venues and events, and candidates must be willing to work in this area.

Key Responsibilities

· Attend and/or manage events, tastings, rehearsals, and site visits as assigned.

· Assist Sales Executives in maintaining accurate and organized event files.

· Draft and distribute contracts; ensure deposits and final payments are collected per company guidelines.

· Maintain schedules, appointments, and meeting calendars.

· Manage tasting scheduling, photo documentation, and upload to Canva/DAM system.

· Represent Gourmet at networking events, client meetings, and venue visits.

· Attend BEO meetings in person or virtually.

· Ensure accurate and timely data entry into company software systems (Total Party Planner, Caterease, Prismm, Nowsta, Canva, Canto, Clover, and future platforms).

· Prepare invoices, proposals, contracts, staffing requests, floor plans (AllSeated), and other required event documentation.

· Run reports and queries for the Sales Team and Vice President of Sales.

· Collaborate with the VP of Sales on promotional events and sales initiatives.

· Participate in team meetings, training programs, and company events.

· Provide administrative support and assist with long-term projects as assigned.

Qualifications

· Strong organizational and time management skills with exceptional attention to detail.

· Excellent written and verbal communication abilities.

· Proficiency with event management and office software (experience with listed platforms is a plus; training provided).

· Creativity, professionalism, and a passion for client service.

· Ability to multitask and manage competing deadlines in a fast-paced environment.

· Flexible schedule, including evenings, weekends, and holidays.

· Prior experience in hospitality, catering, or event coordination preferred.