JOB DESCRIPTIONSales Coordinator – Outdoor Catering (ODC)

Department: Outdoor Catering / Sales

Location: Surat

Reporting To: Sales Head

Experience: 1–3 Years Preferred

Salary: ₹20,000 – ₹22,000 per month

About the Role

We are looking for a proactive, organised, and detail-oriented Sales Coordinator to support the Outdoor Catering (ODC) sales team.

The Sales Coordinator will work closely with the Sales Head and act as the key coordination link between Sales, Kitchen, Service, Logistics, and Accounts, ensuring that every event moves smoothly from enquiry to execution and payment closure.

The role primarily focuses on sales coordination, internal communication, documentation, data management, and follow-ups. Major client relationships, negotiations, and front-end communication will primarily be handled by the Sales Head.

The ideal candidate should be comfortable working with Google Sheets, Excel, documentation, and AI tools such as Claude and ChatGPT, along with having strong communication and follow-up skills.

Key Responsibilities

1. Sales & Event Coordination

- Assist the Sales Head in managing the ODC sales pipeline and ongoing enquiries.
- Maintain and regularly update sales and event trackers.
- Track event dates, guest counts, budgets, menus, quotations, payment status, and other important details.
- Ensure client discussions and requirements are properly documented and communicated internally.
- Maintain event-wise checklists and follow up with relevant teams.

2. Internal Team Coordination Act as the coordination bridge between:

Sales → Kitchen → Service → Logistics → Accounts

- Coordinate with the kitchen regarding menus, dish availability, customisations, and tasting requirements.
- Follow up with chefs and teams regarding menu confirmations and changes.
- Coordinate with Logistics for equipment, transportation, manpower, and setup requirements.
- Coordinate with Service teams regarding staffing and event requirements.
- Coordinate with Accounts regarding invoices, advances, pending payments, and payment closures.
- Ensure significant updates reach the relevant department on time.

3. Quotations,



Menus & Documentation

- Prepare and update quotations, proposals, menus, event documents, and internal briefing sheets.
- Make quotation and menu changes as instructed by the Sales Head.
- Create professional documents using Google Docs, Google Sheets, Excel, and other relevant tools.
- Use AI tools such as Claude and ChatGPT for documentation, formatting, research, and productivity.
- Maintain organised folders and records for all events and clients.
- Ensure the latest versions of menus, quotations, and event documents are available to the team.

4. Payment Follow-Ups

- Maintain an updated event-wise payment tracker.
- Coordinate with Accounts regarding invoices and payment receipts.
- Follow up with clients regarding pending payments as instructed by the Sales Head.
- Track advance payments, balance payments, and outstanding amounts.
- Ensure payment status is accurately updated in the sales/event tracker.

5. Event Execution Support Once an event is confirmed:

- Prepare the internal event brief.
- Document menu, guest count, timing, venue, setup, and other event requirements.
- Coordinate with Kitchen, Service, and Logistics for pre-event requirements.
- Track pending tasks and ensure their closure before the event.
- Support the Sales Head during event planning and execution.
- Maintain post-event documentation and payment follow-ups.

6. Sales Research & Business Support

- Research potential events, corporate opportunities, exhibitions, weddings, flea markets, and other ODC opportunities.
- Assist the Sales Head in developing the event calendar and sales pipeline.
- Research potential clients, agencies, event planners, and business opportunities.
- Identify new opportunities during both peak and off-season periods.





Off-Season Responsibilities During slower ODC periods, the Sales Coordinator may also support:
- Market and competitor research
- Prospective client database development
- Event and venue research
- Corporate lead generation
- Event calendar development
- CRM/data cleaning and organisation
- Sales presentations and pitch decks
- Catering menu and database updates
- SOP and process documentation
- Sales reports and analysis
- Marketing and business development projects
- Researching new cities, agencies, and catering opportunities

The objective is to make this a multi-functional and growth-oriented role, rather than limiting it to event coordination alone.

Skills Required

- Excellent communication and follow-up skills
- Strong organisational and coordination abilities
- Good command of Google Sheets / Excel
- Good command of Google Docs / Microsoft Office
- Ability to create quotations, presentations, and professional documents
- Comfortable using AI tools such as Claude / ChatGPT
- Good written and spoken English
- Ability to manage multiple tasks simultaneously
- Strong attention to detail
- Proactive attitude with ownership
- Ability to work under deadlines in a quick-paced hospitality environment
- Willingness to travel for events when required

Hospitality Experience Prior experience in hospitality, catering, events, restaurants, wedding planning, or event management will be an advantage.

Reporting & Working Structure

Sales Head → Sales Coordinator → Internal Coordination

Sales Head primarily handles:

- Major client communication
- Client relationships
- Negotiations
- Pricing strategy
- Closing deals
- Major sales decisions

Sales Coordinator primarily supports:

- Internal coordination
- Documentation
- Tracking
- Follow-ups
- Payment coordination
- Menu coordination
- Event preparation
- Sales research
- Execution support

What We Are Looking For We are looking for someone who is smart, organised, proactive, and hungry to learn

Pay: ₹20,000.00 - ₹22,000.00 per month

Work Location: In person

📌 Sales Coordinator (Surat)
🏢 Bookends Hospitality
📍 Surat