XTN-59E2480 | CATERING OPERATIONS & SYSTEMS COORDINATOR

We are seeking a detail-oriented Catering Operations & Systems Coordinator to support our sales and operations team. This role blends event coordination, menu and proposal support, and systems management across platforms such as Apollo, Monday.com, ClickUp, and Total Party Planner (TPP).

This position is ideal for someone who thrives in structured environments, enjoys working with systems and processes, and can ensure that event and client data remains accurate, organized, and actionable. Exposure to AI tools and automation is a strong advantage.

• Health Insurance/HMO 
• Enjoy unlimited MadMax Coffee
• Diverse learning & growth opportunities
• Accessible Cloud HR platform (Sprout)
• Above standard leaves

Menu & Proposal Support

• Build menus and proposals using TPP or similar catering/event software based on provided inputs
• Execute revisions and updates following established guidelines
• Prepare polished proposal files or links ready for client delivery

Event Coordination & Data Management

• Gather and confirm key event details including date, guest count, dietary needs, service style, and timelines
• Maintain accurate and up-to-date event records in TPP and ClickUp
• Support pre-event confirmations and manage last-minute updates using standard checklists

Systems & Workflow Management

• Maintain clean and organized boards in Monday.com and ClickUp
• Update task statuses, ownership, deadlines, and next steps consistently
• Assist in maintaining dashboards, views, and simple reporting for visibility across leads and events

Sales Operations & Outreach Support

• Clean and organize lead data from Apollo and support imports into CRM/project management tools
• Assist with light outbound and follow-up emails using templates when bandwidth allows AI & Automation Support (Preferred)
• Utilize AI tools to draft templates, emails, and internal documentation
• Support the setup and maintenance of basic automations (Monday, ClickUp, Zapier, or similar tools)

• Thrives in fast-paced environments with the ability to learn and execute quickly.
• Experience with CRM or lead management tools such as Apollo or similar
• Proficiency in Monday.com and/or ClickUp
• Experience with Total Party Planner (TPP) or similar event/catering software, or ability to learn quickly
• Strong written English communication skills
• Highly organized with strong attention to detail
• Ability to manage multiple events, deadlines, and systems simultaneously

• Background in catering, hospitality, or event coordination
• Experience as a Virtual Assistant, Project Coordinator, or Sales Operations
  support
• Familiarity with AI tools such as ChatGPT or Perplexity
• Exposure to workflow automation tools (Zapier, Make, or platform-native automations)
• Accurate and timely completion of menus and proposals
• Reliable and up-to-date event data across all systems
• Well-maintained and organized project management boards
• Smooth coordination between sales, operations, and support roles
• Gradual improvement of workflows through documentation and automation