Event Coordinator (Catering)

Collective Hospitality is one of Auckland's leading catering and events companies, delivering exceptional experiences for corporate, private, and large-scale functions across the region.

We are seeking an experienced, detail-driven Event Coordinator to join our team and support our rapidly growing events calendar.

This role requires proven capability in coordinating medium-to-large catering events

• ,000 guests), exceptional client communication skills, and strong technical proficiency across the digital tools we use daily.

About the Role

As part of our Event Coordination team, you will be responsible for planning, organising, and delivering high-quality catered events across a wide range of venues and client types.

Working closely with clients, suppliers, and our in-house teams, you will ensure every event is executed with precision and care.

This is a hands-on coordination role ideal for someone who thrives under pressure, can manage multiple moving parts at once and understands the operational realities of large-scale catering environments.

Key Responsibilities

Plan, schedule and deliver catering services for events ranging from 100 to 2,000 attendees.

Communicate directly with clients

Manage run sheets, floor plans, logistics schedules, supplier coordination and internal communication.

Maintain accurate event records, budgets, and updates in company systems.

Work collaboratively with internal kitchen, operations, warehouse and service teams to ensure seamless delivery.

Uphold Collective Hospitality's high standards of service, professionalism, and client care.

Required Skills & Experience

To be successful in this position, candidates must demonstrate :

Technical Experience

Flex Catering Software – experience using Flex to manage catering workflows, event details, and operational communication.

PipeDrive (CRM) – strong ability to manage leads, update pipelines, and maintain accurate sales / event records.

Xero – experience producing invoices, quotes, and financial documentation for events and bookings.

Event Coordination

Proven experience coordinating catering or hospitality events for

Experience creating and managing run sheets, staff allocations, supplier schedules, and event documentation.

Ability to problem-solve in real time during high-stakes event delivery.

Client & Stakeholder Engagement

Strong interpersonal skills, with the ability to confidently communicate with corporate, private, and high-profile clients.

Demonstrated ability to upsell, manage expectations, and build trust with repeat customers.

Administrative & Operational Skills

Exceptional organisational ability and attention to detail.

Proficiency in Microsoft Office, digital design tools (e.g., Canva), and event-management platforms.

Ability to work flexibly across weekdays and weekends as required by the events calendar.

Desirable Additional Experience

We highly value candidates with experience in :

Managing marketing collateral, proposals, sales kits, or basic social media content for events.

Coordinating suppliers such as DJs, venues, water taxis, or entertainment providers.

Working in high-end hospitality environments (corporate catering, hotels, luxury venues).

What Makes This Role Unique

Our ideal candidate brings a rare combination of technical system expertise, large-scale event coordination experience, and the ability to deliver seamless client service.

This role requires the ability to confidently manage operational complexity while maintaining outstanding communication and professionalism.

If you have strong catering-specific event experience, proven expertise in Flex, PipeDrive, and Xero, and a passion for creating memorable, high-quality events, we want to hear from you.