Catering Experience and Sales Coordinator

Job Posting Title: Catering Experience and Sales Coordinator ---- Hiring Department: University Housing and Dining ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Exempt from FLSA ---- Earliest Start Date: Apr 30, 2026 ---- Position Duration: Expected to Continue ---- Location: UT MAIN CAMPUS ---- Job Details: General Notes BENEFITS: UT Austin offers a competitive benefits package that includes: 100% employer-paid basic medical coverage Free Capital Metro bus rides Retirement contributions Paid vacation, sick time, and holidays Career growth & professional development Please visit our Human Resources (HR) website at https://hr.utexas.edu/ to learn more about the total benefits offered when you join our team! Purpose The Catering Sales and Experience Coordinator is responsible for the coordination and communication of event details for Forty Acres Catering within Longhorn Hospitality under University Housing and Dining (UHD). This position works with the catering sales and experience team to confirm important event details, collect payment information, and help create event orders and reports while providing 5-star customer service. Responsibilities Confirm Banquet Event Orders (BEOs) 3-4 business days prior to the event with calls/email messages from clients, vendors, partners in a timely fashion. Ask for assistance from Assistant Director of Catering Sales and Experience when needed. Assist the Assistant Director with meetings with student organizations, clients, and representatives from other departments contracting for services provided by catering operations to ensure that requirements and expectations are met or exceeded. Sending daily event update email to Culinary Creation and Experience Production Teams. Record notes from meetings, when needed. Prepares Forty Acres Team for weekly BEO Meetings by providing detailed BEOs and updates. Ensure information for catering events is collected and submitted timely to UHD Accounts receivable this includes Official Occasion Expense Forms (OOEF’s) and BEOs. Ensure OOEF’s and BEO’s are accurately updated and submitted timely to UHD Accounts Receivable after the event. Communicate with clients, as needed, to assist with OOEF collection. Track and communicate with leadership missing OOEFs. Collaborate with Assistant Director of Sales and Experience along with UHD accounts receivable team to identify and obtain missing information for pending or delayed OOEF’s. Assist in the generation of reports to be shared with catering team, clients and internal stakeholders. Create banquet event orders (BEO) for clients. Assist in execution and setups of events during high volume periods. Assist Student workers in tasks as needed. Represent Longhorn Hospitality as a member of the university, division, and department committees with authority to make decisions. Duties can include answering multi-line telephone, maintaining calendars, filing paperwork, and maintaining the general condition of the office. Assist with other duties as assigned. Obtain and confirm accurate client payment information for catering events. Submit client payment information to the accounting team including credit card payments, IDT or other methods of payment. Submit necessary purchase orders (PO’s) as directed by the Assistant Director of Sales and Experience. Track purchase orders for catering team ensuring items are received. Maintain declining balance of PO orders and close out blanket PO’s at the end of fiscal year. Complete PO reconciliation by submitting invoices to UHD accounts payable for payment. Send out weekly and monthly communications to clients for assessment, send out agreement forms to student clients, and assist in maintaining the organization and functionality of the catering email account. Required Qualifications High school diploma or GED. 3 years of operational experience in food service, catering, and/or event coordination. Experience in operating, maintaining, and cleaning servicing equipment and tools. Ability to complete and maintain Food Safety Training required by University Housing and Dining. Relevant education and experience may be substituted as appropriate. Preferred Qualifications Bachelor’s Degree. Experience training or leading staff. Experience working in higher education. Experience with Microsoft Office. Experience with catering software and/or a BEO management system. Experience with invoicing and billing. Salary Range $45,000 depending on qualifications Working Conditions May work around standard office conditions. Repetitive use of keyboard at a workstation. Use of manual dexterity. Work Shift Monday - Friday, 8:00AM -5:00PM. Work days, hours, and area may vary based upon the needs of the unit and University Housing and Dining. Required Materials Resume/CV 3 work references with their contact information; at least one reference should be from a supervisor Letter of interest Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes. Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above. ---- Employment Eligibility: Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval. ---- Retirement Plan Eligibility: The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length. ---- Background Checks: A criminal history background check will be required for finalist(s) under consideration for this position. ---- Equal Opportunity Employer: The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions. ---- Pay Transparency: The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. ---- Employment Eligibility Verification: If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university. ---- E-Verify: The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following: E-Verify Poster (English and Spanish) [PDF] Right to Work Poster (English) [PDF] Right to Work Poster (Spanish) [PDF] ---- Compliance: Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031. The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701. Start Here, Change the World At The University of Texas at Austin, tradition meets innovation in the heart of a city that frequents lists of the best places to live and work. Named by Forbes as one of America's Best Large Employers for the sixth year in a row in 2025, UT offers both a dynamic work environment and a gateway to vibrant local culture. Whether you're at the forefront of the student experience, conducting world-changing research or supporting the engine that drives Texas’ flagship university, working at UT means making a lasting impact on our city, our state and our world. Our more than 20,000 faculty and staff empower 55,000 students to challenge ideas, pursue passions and shape their futures. Joining UT, you’ll become part of a community dedicated to making a meaningful impact on campus and throughout the world. Looking for a student job? Please see our Student Employment site. Comments and Inquiries: Email comments to hrsc@austin.utexas.edu. For questions or concerns regarding equal opportunity only, contact Equal Opportunity Services. Additional information for applicants can be found on the Human Resources web page: Applying for Employment. For more job information, call the Human Resource Service Center at (512) 471-4772, or toll-free at (800) 687-4178. UT Austin is a Tobacco-free Campus