Event & Catering Coordinator

Glenaire a Continuing Care Retirement Community is seeking an organized personable and detail-oriented Event & Catering Coordinator to oversee the planning coordination and execution of events and catered functions throughout our senior living community.

This position plays an important role in creating exceptional experiences for residents families guests and staff. The ideal candidate is a proactive problem-solver who enjoys working with people managing multiple priorities and ensuring every event runs smoothly from start to finish.

Event Planning & Coordination

• Coordinate and oversee community events private functions meetings and catered gatherings from initial reservation through event completion.

• Serve as the primary point of contact for residents guests and staff regarding event reservations room availability setup requirements and catering needs.

• Manage event scheduling room reservations and event details to ensure seamless coordination.

• Prepare review and execute Banquet Event Orders (BEOs) ensuring all event specifications and client expectations are met.

• Coordinate with the Dining Services team to communicate catering requirements timelines and special requests.

• Collaborate with the Wellness team and other departments to support resident programming and community events.

• Ensure event spaces are properly prepared organized and ready prior to scheduled functions.

• Oversee post-event breakdown cleanup and proper storage of furniture supplies and equipment.

Customer Service & Resident Experience

• Provide exceptional customer service to residents families guests and staff.

• Anticipate event needs respond promptly to requests and resolve concerns professionally.

• Ensure events are executed with attention to detail hospitality and a commitment to resident and guest satisfaction.

• Foster positive working relationships across departments to support a welcoming and engaging community environment.

Staff Supervision & Administrative Responsibilities

• Coordinate and schedule event staff to ensure appropriate coverage for scheduled functions.

• Provide direction training and performance feedback to event staff.

• Oversee event staff timekeeping payroll submissions and performance evaluations.

• Assist with interviewing hiring and onboarding event staff as needed.

• Prepare and present event invoices coordinate payment collection and maintain accurate event records.

• Monitor the appearance organization and readiness of event spaces and shared community areas.

• Attend departmental meetings and participate in community initiatives as requested.

• Perform other related duties as assigned.

• Excellent verbal and written communication skills.

• Strong interpersonal and customer service skills with the ability to interact professionally and compassionately with older adults families guests and colleagues.

• Exceptional organizational skills and attention to detail.

• Ability to manage multiple events competing priorities and changing schedules effectively.

• Strong problem-solving skills and the ability to remain calm and professional in a fast-paced environment.

• Demonstrated ability to work independently take initiative and collaborate across departments.

• Experience with event scheduling catering coordination or banquet management software or the ability to learn new systems quickly.

• Proficiency in Microsoft Office Suite including Outlook Word and Excel.

• Flexibility to work occasional evenings weekends or holidays based on event schedules.

• Bachelors degree in Event Management Hospitality Management Business Administration or a related field preferred.

• Minimum of three years of experience in event coordination catering hospitality or a related field strongly preferred.

• Previous experience supervising staff coordinating catered events or managing banquet operations preferred.

• Experience working in a senior living community retirement community or hospitality setting is a plus.

The successful Event & Catering Coordinator brings warmth professionalism creativity and exceptional attention to detail to every interaction. This individual takes pride in creating memorable experiences building meaningful relationships with residents and ensuring that each event reflects Glenaires commitment to hospitality and service excellence.