Catering and Events Coordinator in East Norwich, New York at Pine Hollow Club

*Evenings & Weekends Required

Pine Hollow Club is seeking a professional, organized, and hospitality-driven Catering Coordinator to join our private events team. This role supports weddings, golf outings, mitzvahs, social celebrations, and corporate functions by partnering closely with the Director of Catering to ensure every event is planned with precision and executed with excellence. The Coordinator will also assist with BEO preparation and on-site execution of member events.

If you enjoy working behind the scenes to create memorable experiences—and thrive in a fast-paced, team-oriented environment—this could be the perfect role for you.

What You’ll Do

? Serve as the first point of contact for event inquiries, providing timely and welcoming communication

? Manage leads, client details, and event information in TripleSeat; assist with billing in Jonas

? Coordinate the Director of Catering’s calendar and schedule client appointments

? Maintain event files including contracts, menus, BEOs, timelines, and floorplans

? Prepare and organize day-of materials such as signage, seating charts, and event kits

? Track guest counts, guarantees, and payment deadlines

? Support tastings, final confirmations, and payment collection

? Build and update floorplans in Prismm

? Collaborate with culinary, banquet, and operations teams to ensure seamless event execution

? Assist with reporting, feedback collection, and continuous process improvements

What We’re Looking For

? Experience in events, catering, hospitality, or administrative support

? Strong organizational skills with exceptional attention to detail

? Ability to manage multiple priorities in a deadline-driven environment

? Excellent written and verbal communication skills

? Client-first mindset with a positive, professional approach

? Proficiency with TripleSeat, Jonas, Prismm, and Excel preferred

? Availability to work evenings, weekends, and holidays

Preferred: Degree in Hospitality Management or related field

Why Join Pine Hollow Club?

? Be part of a respected private club known for outstanding member experiences

? Work alongside a collaborative, service-focused team

? Gain hands-on exposure to a wide range of high-profile events

? Opportunity to grow within a dynamic hospitality environment

Schedule & Environment

This is a non-exempt, full-time position with a flexible schedule based on the event calendar. The role works primarily in a professional office setting with regular time spent in event spaces and occasional outdoor functions.

Physical Requirements

? Ability to stand and walk for extended periods during event days

? Lift and carry event materials up to 25 lbs

? Communicate clearly in person, by phone, and in writing

Success in This Role Looks Like

? Clients feel supported and informed from inquiry to event day

? The Director of Catering is fully supported administratively

? Internal teams receive accurate, timely event documentation

? Deadlines and service standards are consistently achieved

Pine Hollow Club is proud to be an Equal Opportunity Employer and is committed to a diverse and inclusive workplace. All qualified applicants will receive consideration without regard to any protected status under federal, state, or local law.

If you need an accommodation to perform the essential functions of this role, please let us know.

Benefits:

• Employee discount
• Health insurance
• Paid time off

Work Location: In person