Catering & Events Coordinator

Department: Operations- Cafe  

Reports to: Executive Chef 

Pay Grade: 12-E Coordinator/Entry-Level Support 

Pay Range: Base Pay- $40,000-$45,000  sales-based commission 

Job Summary: 

We are seeking a dynamic, mission-driven Catering & Events Coordinator to lead the inbound sales and reservations efforts across our Catering & Events team and to assist with the coordination and planning of all Thistle Farms events.  At Thistle Farms, inbound sales include tea service bookings, small-group reservations and other event inquiries.  This role will also assist the Executive Chef with the planning and coordination of large-group reservations, private dining experiences and special events.  This role is ideal for a hospitality-driven professional with a strong background in sales, relationship building, customer service and event management. 
 

Supervisory Responsibilities: 

• None 

Duties/Responsibilities: 

• Manage the full event sales lifecycle, from initial inquiry and proposal to contract negotiation and post-event follow-up.   

• Serve as the primary point of contact for all events, ensuring responsiveness and accuracy.  

• Communicate with interested parties and provide site tours, tastings and consultations to convert leads to bookings.  

• Drive awareness of Thistle Farms’ Catering & Event services through community and organizational relationships.  

• Build and maintain a strong client portfolio, encouraging repeat business and referrals.  

• Secure all required event documents (contracts, insurance, licenses, credit authorization) prior to each event.  

• Collaborate with culinary, operations, and service teams to ensure flawless event execution.   

• Review and communicate event details to all internal teams.  

• Coordinate with the Executive Chef, Banquet Manager and other support staff to ensure all aspects of the event have been considered and communicated.  

• Work with Banquet Manager to ensure every event is executed according to client requests, café standards and mission-aligned hospitality.  

• Provide support for internal events and community partnerships.  

• Maintain and manage CRM systems (TripleSeat), track sales activities, and provide performance reports to leadership.  

• Manage all inbound leads through TripleSeat and ensure timely, professional communication internally and externally.   

• Ensure TripleSeat is up-to-date and accurate.  

• Monitor and measure sales performance, prepare monthly sales reports and forecast revenue needs.  

• Be a team player with a flexible, solutions-oriented approach to client and operational needs.   

• Monitor event logistics and operations to identify process improvements or training needs.  

• Conduct post-event evaluations when necessary and recommend enhancements to improve client experience.   

• Ensure all sales and event templates, TripleSeat forms, and online listings remain accurate.   

• Stay current with industry trends, competitor offerings, and best practices in event sales. 

Required Skills/Qualifications:  

• Highly organized, detail-oriented professional who can manage multiple events in a fast-paced environment. 

• Demonstrated leadership abilities with experience collaborating across diverse teams. 

• Proficiency in TripleSeat (or similar platform), Square, and Microsoft Office. 

• Strong sales acumen with demonstrated success meeting or exceeding revenue goals.  

• Professional appearance, positive attitude, and commitment to mission-aligned hospitality.  

• Exceptional communication, client service, and interpersonal skills.  

• A minimum of 2 years’ experience in event sales, catering, or hospitality management is preferred. 

Physical Requirements: 

• Ability to lift up to 15 lbs and stand or sit for extended periods. 

• Flexibility to work evenings, early mornings, or weekends as events require. 

• Approximately 45 hours/week depending on seasonal and business needs. 

Salary : $40,000 - $45,000