Job description
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
Originally posted on Himalayas
Who can apply
Eligible countries: United States. Accepted UTC offsets: UTC-10, UTC-9, UTC-8, UTC-7, UTC-6, UTC-5, UTC+14. Review the full description for employer-specific work authorization, residency and schedule requirements.