Catering Coordinator

Company Description
Born in the UAE, The Art Of Hosting is deeply rooted in community values, creating meals, recipes, and moments that bring people together. We aim to make exceptional catering accessible and effortless, providing high-quality food for intimate gatherings and large-scale events. Inspired by the UAE's multicultural identity, our menus celebrate global Flavors with a local touch, creating dynamic experiences for the diverse community we serve.
Role Description
Event Coordination & Planning
• Coordinate and oversee daily catering operations for multiple events simultaneously
• Review event orders and create detailed operational plans including timelines, resource allocation, and logistics
requirements
• Liaise with Sales team to understand event specifications, client expectations, and special requirements
• Conduct site visits and venue assessments to evaluate logistics, access points, power supply, and operational
constraints
• Prepare comprehensive event briefing documents for kitchen, service, and logistics teams
• Coordinate pre-event meetings with all departments to ensure alignment and readiness
• Create contingency plans for potential operational challenges
• Monitor event schedules and adjust operational plans as needed
Resource Management & Allocation
• Coordinate staff scheduling and deployment for events, ensuring adequate coverage based on event size and
complexity
• Allocate equipment, vehicles, and materials efficiently across multiple events
• Maintain inventory tracking for catering equipment, furniture, linen, and service ware
• Coordinate equipment procurement, maintenance, and repairs with suppliers
• Monitor stock levels and coordinate with Procurement for timely replenishment
• Optimize resource utilization to maximize efficiency and minimize costs
• Track and manage equipment returns and conduct post-event inventory reconciliation
Vendor & Supplier Coordination
• Liaise with external suppliers, rental companies, and subcontractors as required
• Coordinate timely delivery and collection of rental equipment and materials
• Monitor vendor performance and maintain positive working relationships
• Verify delivery notes, rental invoices, and purchase orders for accuracy
• Source and evaluate new suppliers to enhance operational capabilities
Logistics & Transportation
• Coordinate vehicle scheduling and route planning for event deliveries and pickups
• Ensure timely dispatch of food, equipment, and staff to event locations
• Monitor delivery schedules and address any delays or transportation issues
• Coordinate with drivers and logistics team for efficient loading and unloading
• Track vehicle maintenance schedules and coordinate repairs when necessary
• Ensure compliance with food transportation and cold chain requirements
Quality Control & Compliance
• Ensure all operations comply with Dubai Municipality regulations, HACCP standards, and food safety requirements
• Monitor quality standards for food presentation, service delivery, and equipment condition
• Conduct quality checks on equipment before dispatch and upon return
• Address operational issues or client concerns promptly and effectively
• Implement corrective actions to prevent recurring operational problems