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Catering Sales Coordinator

Department: Food Services Effective Date: May 2005
Grade: USG 5 Reports to: Catering Manager

General Accountability

Reporting to the Catering Manger, this position will co-ordinate catered events both on and off campus which includes bar service. Work with part-time office staff to help administrate the daily operations of the catering office.

Nature and Scope

The UW Catering Office team works to ensure service excellence with a high degree of accuracy when entering information into Caterease, the catering software. The processing of catered events requires a high degree of professionalism and courtesy when dealing with clients.


The incumbent will coordinate and maintain a close working relationship with the Catering Management team, members of the University Community, and the general public. The incumbent will work with the Catering Banquet Chef and any UW Catering delivery personnel to provide a clear understanding of catered events.


The incumbent interacts with, and provides information to the part-time office staff who responsible for the timely processing of financial data and invoicing.

Statistical Data

UW Food services operates 19 outlets across campus and co-ordinates all administrative task through a centralized office. The department’s budget is estimated at $14,000,000.  The two major expenses are food cost, $3,500,000 and wage and benefits cost, $4,500, 000.  UW Food Services employs 90 full-time hourly paid staff, 25 full-time salaried staff and approximately 250 part-time hourly paid and full-time temporary staff.


UW Catering’s mission statement is to continually provide efficient, friendly and professional service designed to meet our clients’ high expectations.  UW Catering employees 6 full-time salaried staff, 5 full-time hourly paid staff, and approximately 40 part-time hourly staff. 


Sales Volume:     $1,300,000 

Food Cost:          $ 416,000 

Labour Cost:        $ 455,000 

Operating              $ 125,000         

Specific Accountabilities

Assisting clients regarding their catering requirements for drop-off service, luncheons, dinners, receptions and bar services.

 Preparing and providing detailed information to the catering delivery personnel, and the Catering Banquet Chef.

 Preparing Bar Services contracts and applying for LCBO-special occasion permits when needed.

 Acting as the front-line, customer service in consulting and meeting with clients for various events

 Managing the administration of the UW Catering office on a daily basis including maintaining and updating staff information, preparation of bank deposits, preparation of daily invoices, maintaining and auditing of the safe, processing and submitting electronic transfers to Financial Services, preparing daily and monthly sales reports and processing of daily mail.

 Suggesting, promoting, and updating UW Catering menu for both new and existing products through client communication.

 Working closely with the Assistant Director, Cash Operations in ensuring and verifying the accuracy of the general ledger transactions.

 Providing and collecting information for special projects and other duties as assigned.(ie. Building fire warden).


Reconciling client accounts.


Responding to UW Catering requests via email


Ensuring new staff receive UW Catering information package, updating and maintaining staff information.


Ordering and monitoring office supplies.


Coordinating of repairs and servicing of office equipment


Coordinating external UW Catering deliveries  such as pizza , flowers, and other specialized equipment rentals


Maintaining updates the Caterease software program as required.


Acting as an liaison between clients and UW Food Services

Working Conditions