Event & Catering Coordinator

Glenaire is hiring! Events & 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.

Essential Duties and Responsibilities

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.

Required Qualifications 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.

Education and Experience

Bachelor's 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. Our Ideal Candidate 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 Glenaire's commitment to hospitality and service excellence.

What's for You as a Event & Catering Coordinator? Great pay PTO Excellent medical/dental/vision insurance at a low cost for you and your family Disability and life insurance Flexible Spending Account Retirement Plan (401k) eligibility Access to the Wellness Center and free wellness programs Delicious discounted meals Robust Employee Assistance Program Faith-based and mission-driven A true team spirit and belief in making a difference together!