Catering Coordinator

The Catering Coordinator plays a key operational and administrative role in supporting Rice Hospitality Catering, Cohen House, and Rice Business. This position ensures seamless planning, communication, and execution of in-house catered events by serving as a central liaison between Rice Business event planners, internal university partners, and the Rice Hospitality culinary and service teams.

The Catering Coordinator upholds Rice University's standards of service excellence, hospitality, and operational precision, contributing to the success of events ranging from small departmental gatherings to large-scale academic and executive programs.

Special Instructions to Applicants:

All interested applicants should attach a resume in the Supporting Documents section of the application, preferably in PDF format to avoid any formatting issues.

Reports to: Sales and Events Manager

Ideal Candidate Statement:

The ideal candidate is a detail-driven hospitality professional with strong organizational and communication skills. They excel at coordinating multiple events, working collaboratively with the Rice Hospitality team and Rice Business event planners to ensure seamless, high-quality service. Proactive, reliable, and guest-focused, this individual consistently delivers polished experiences that reflect Rice University's standards of excellence.

Workplace Requirements:

On-campus position: This position is exclusively on-site, requiring all duties to be performed in person at Rice University. Per Rice policy 440, work arrangements may be subject to change.

LIGHT - Exert up to 25 lbs. of force occasionally. Requires walking or standing for up to 8 hours per day. Other physical requirements of the job include manual dexterity and the ability to see, hear, reach, climb, and balance. Must be able to detect scents and discern flavors.

This role is primarily on-site between the Rice Business School and Rice Hospitality Catering offices.

Requires mobility across various event spaces, kitchens, and university venues.

This role is classified as an essential position, requiring on-site presence to effectively carry out its vital functions.

Hiring Range: $56,560 - $68,000

*Non-Exempt (hourly) positions under FLSA are eligible for overtime.

Minimum Requirements:

• Bachelor's degree or equivalent experience in hospitality, event management, or a related field preferred
• 4+ years of experience in catering, hospitality operations, events, or administrative support
• Strong organizational skills and the ability to manage multiple events simultaneously
• Excellent written and verbal communication skills, with a professional and service-oriented demeanor
• Familiarity with catering software, CRM systems, or event-management tools preferred
• Ability to work occasional early mornings, evenings, and weekends depending on event schedules

Preferences:

• Certified Event Coordinator (CEC) certification

Essential Functions:

Event Coordination & Client Support

• Serve as the primary administrative contact for Rice Business planners requesting catered services
• Assist clients in understanding catering options, pricing, setup requirements, and service timelines
• Coordinate event details, including menu selections, room layouts, rentals, and service levels, ensuring accurate and timely communication to the Sales & Events Manager and culinary leadership
• Maintain proactive communication with clients throughout the event life cycle to ensure satisfaction and clarify evolving needs

Operational Logistics

• Create and distribute Banquet Event Orders (BEOs) for all Rice Business and Rice Hospitality Catering events
• Ensure seamless day-of-event setup by coordinating with banquet captains, production teams, and delivery drivers
• Assist in scheduling staff for catered functions, including student employees, banquet staff, and temporary labor
• Monitor event timelines to ensure service standards, food quality, and presentation align with Rice Hospitality expectations

Administrative Support & Systems Management

• Maintain accurate event records, invoicing documentation, and post-event billing summaries
• Utilize university-approved software platforms to manage bookings, updates, and event communications
• Track inventory needs related to catering services (disposables, beverages, smallwares, etc.) and report shortages as needed
• Assist with menu updates, catering marketing materials, and annual pricing reviews

Collaboration & Cross-Department Partnership

• Work closely with Rice Business event planners to anticipate high-volume periods and forecast operational needs
• Collaborate with the Executive Chef, Banquet Chef, and catering production team to ensure the feasibility of requested menus and service styles
• Support the Sales & Events Manager in developing standard operating procedures (SOPs) and service enhancements
• Step into an event-coordination support role when needed and work alongside the Hospitality Manager and Banquet Captains

Rice University HR | Benefits:https://knowledgecafe.rice.edu/benefits

Rice Mission and Values: Mission and Values | Rice University

Rice University is committed to ensuring Equal Employment Opportunity and welcoming the fullness of diversity into our candidate pools. Rice considers qualified applicants for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status. Rice also provides reasonable accommodations to qualified persons with disabilities. If an applicant requires a reasonable accommodation for any part of the application or hiring process, please get in touch with Rice University’s Human Resources Office via email at [email protected] for support.

If you have any additional questions, please email us at [email protected]. Thank you for your interest in employment with Rice University.