Catering and Events Coordinator

Duties and Responsibilities
• Support the successful execution of the university's overall vision for catering and events.
• Provide administrative support for the Catering & Events team in a fast-paced, high-volume environment.
• Manage event details and maintain the event change log, ensuring event information, order sheets, calendars, and updates are communicated accurately and in a timely manner.
• Maintain event information in catering and event management software systems.
• Plan and prioritize multiple projects and daily work assignments to meet deadlines.
• Manage event billing by creating, maintaining, and sending invoices and supporting timely payment collection.
• Serve as the procurement requester by processing vendor payments and maintaining related documentation.
• Process invoices and maintain inventory information within Campus Dining's menu management system.
• Build and maintain catering menus within the catering platform, making updates based on seasonal availability and operational needs.
• Coordinate rental equipment, décor, and event props, including managing vendor contracts and confirming orders.
• Oversee rental deliveries to ensure orders are complete and accurate and resolve issues as needed.
• Develop and maintain positive working relationships with vendors and other external event partners.
• Coordinate the hiring and scheduling of student employees and contract staff as needed.
• Attend events periodically to support operations, monitor event success, and assist with setup, service, or breakdown when necessary.
• Maintain catering office supply inventory and order supplies as needed. 
• Create menu cards, signage, specialty menus, and other event materials.
• Perform other duties as assigned.

Qualifications
• High school diploma is required; a college degree is preferred.
• Two to three years (24–36 months) of experience in off-site catering, restaurant operations, specialty events, or event planning is required. Experience in event production is preferred.
• Strong organizational, time management, and multitasking skills.
• Strong verbal and written communication skills with excellent attention to detail.
• Ability to work effectively with a diverse group of clients, vendors, and colleagues.
• Ability to build positive working relationships with customers, vendors, and staff.
• Ability to remain calm and work effectively under pressure.
• Knowledge of inventory management, purchasing, and supplies ordering is preferred.
• Ability to gather information, prepare reports, and maintain accurate records is preferred.
• Ability to maintain calendars, coordinate schedules, and manage multiple priorities.
• Strong problem-solving, organizational, and customer service skills.
• Proficiency with Microsoft Office and the ability to learn catering and event management software.

At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.