Hybrid Catering Coordinator bei ACGME

The following describes the various aspects of the designated job. Some or all of these aspects may be changed over time, with or without notice, at the sole discretion of the ACGME.

Applicants must be currently authorized to work in the United States (US) on a full-time basis. The ACGME will not provide employment sponsorship for this position (e.g., H-1B Visa or other US employment authorization).

JOB OVERVIEW

The Catering Coordinator supports the daily operations of catering services under the direction of the Conference Center and Facilities Director. This role is responsible for ordering and maintaining inventory, coordinating with catering vendors, and ensuring a consistent, high-quality experience for all guests. The Catering Coordinator also supports the broader Meeting Services team, contributes to budget management efforts, and enhances the overall guest experience by ensuring reliable and efficient catering services.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Submit catering orders in a timely manner. Run Banquet Event Orders (BEOs), review for accuracy, make necessary corrections, and obtain approvals.
• Send BEOs to caterers, obtain and review estimates, verify details, and respond to vendor inquiries.
• Request and manage wait staff for monthly meetings as needed.
• Oversee breakfast, mid-morning breaks, lunch, and/or dinner/reception services, including receiving, setting up, refreshing, and cleaning up.
• Order and maintain inventory of beverages and meeting supplies; ensure Conference Center pantries meet sanitation standards.
• Review and validate final invoices from caterers; assign invoices to meeting organizers for processing and input invoices in tracker document.
• Provide onsite support for the Annual Educational Conference if needed and selected.
• Crosstrain and mentor Meeting Services staff to support seamless operations.
• Manage reservations and meeting schedules using Event Management Software (EMS); monitor EMS daily for updates or changes.
• Train staff on EMS usage, including onboarding new hires.
• Collaborate with Network Services to implement EMS updates and troubleshoot technical issues.
• Assist with on-site meeting support, including setup/teardown of rooms, catering services, and maintaining cleanliness.
• Run monthly reports on meeting room and catering usage to identify trends and improve efficiency.
• Maintain and update the Master Calendar and EMS meetings calendar.
• Serve as the primary contact for EMS desktop support and escalate issues as needed.
• Add new caterers to EMS, update menu pricing, and maintain current menus.

SUPERVISORY RESPONSIBILITY

None

QUALIFICATIONS

Minimum

• High school diploma or GED

• Two years of experience in event planning, catering, or customer service

Preferred

• Associate degree.
• Proficiency with EMS scheduling software

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Exceptional attention to detail and strong follow-through
• Demonstrated sound judgment and dependability
• Ability to absorb and apply new information effectively
• Strong organizational skills and the ability to manage multiple priorities under tight deadlines
• Collaborative team player with a flexible and initiative-taking attitude

WORK ENVIRONMENT/CONDITIONS

• Will be required to stand and walk for extended periods of time.
• Will occasionally be required to lift, transport, pack, and unpack trunks and boxes weighing at least 30 pounds.
• Most of the work performed is normally done in the ACGME office and/or home office with the typical physical demands of an office environment.

    BENEFITS

Weoffer a very attractive benefits package that includes medical, dental, andvision insurance, paid time off, 401k plan and other wellness benefits.

The ACGME is an Equal Opportunity Employer.