Catering & Events Sales and Logistics Coordinator

HuSTL Hospitality Group•Saint Louis, MO

4d•Hybrid

About The Position

The Catering & Events Sales and Logistics Coordinator is the corporate face, customer champion, and operational anchor of HuSTL Hospitality Group’s fastest-growing division. This is a strict office-based, administrative role. This position does not work in mobile kitchens, drive food trucks, or pull shifts on active festival lines. Instead, this individual owns the critical "Front-of-House Office" experience. You are the very first impression for our corporate clients, stadium partners and festival organizers. This role requires a unique hybrid professional: someone who is incredibly warm, enthusiastic, and consultative on the phone, but absolute lightning-fast, meticulous, and data-driven when it comes to drafting contracts, securing municipal permits, and balancing financial tip-out sheets. We are looking for a high-energy brand ambassador who loves organization, systems, and people.

Requirements

A naturally warm, engaging, and professional personality with exceptional verbal and written business communication skills.
Advanced proficiency in digital workspace management tools (Asana, Google Workspace, Excel, CRM systems).
A proven background in administrative roles, customer success, executive assistance, hospitality sales, or corporate logistics.
High risk-management awareness with a natural talent for chasing down paperwork, municipal deadlines, and official signatures.
Must be highly detail-oriented, organized and efficient.
Must be open to utilizing AI-based tools to optimize and simplify processes and systems.
100% of client leads, inbound calls, and quote requests processed with high energy within 24 business hours.
Flawless mathematical accuracy on all internal financial tracking, schedules, and tip sheets.
Zero operational disruptions, cancellations, or fines due to late, missing, or expired municipal permitting.
Consistent maintenance of high client satisfaction and positive feedback from initial booking to event hand-off.

Responsibilities

Serve as the welcoming, high-energy primary point of contact for all inbound catering, private party, and mobile asset inquiries.
Perform outreach on our behalf as an ambassador of HuSTL, to secure new festival, event and catering opportunities.
Bring enthusiasm to every call and email, guide clients through our unique menu experiences, and turn casual inquiries into confirmed bookings.
Do diligent daily follow-ups on outstanding booking bids.
Keep impeccably detailed records on the system we’ve already built.
Build professional, accurate cost quotes, issue legally binding contracts, and execute structured follow-ups to ensure we never lose a lead due to slow communication.
Act as our professional, organized representative with city, county, and state municipal departments.
Proactively research, apply for, track, and secure all necessary health department permits, fire inspections, and temporary vending licenses.
Ensure 100% legal compliance across multiple jurisdictions so that our mobile units never experience operational delays or fines.
Manage and maximize the master events and food truck calendar to eliminate booking conflicts and maximize division revenue.
Schedule roaming food truck days and employees to keep our calendar full.
Schedule Food Truck Association event opportunities as they are released through HotSpot to fill up calendar.
Build and publish employee shift schedules a minimum of 7–14 days in advance, keeping labor costs tightly aligned with event budgets.
Calculate, balance, and issue weekly event tip-out sheets with flawless mathematical accuracy.
Creation of operational checklists, playbooks, guides and more to keep the ship running smoothly.
Serve as the proactive bridge between our corporate clients/festival organizers and our team.
Reach out to event contacts 7–10 days in advance to confirm arrival times, load-in logistics, electrical hookups, and layout coordinates.
Send them an introductory "What to Expect from Steve's Hot Dogs" overview so they feel completely taken care of.
Compile and deliver complete, finalized "Event Playbooks" (including food truck event sheets, contract terms, menu volume metrics, vendor guidelines, location maps, employee schedules, and confirmed permits) to our Senior Events Supervisor, ensuring the field execution team and our staff are set up for total success.
Monitor division profitability metrics, track weekly revenue against our quarterly growth goals, and maintain 100% digital organization of all active files, client folders, and internal tracking systems in Asana.
Historically, individuals in hybrid sales roles tend to over-index on income-generating activities while letting administrative tasks fall behind. That behavior is a disqualifier for this position. You are not just a salesperson; you are a Logistics Coordinator. One side of this job simply cannot exist without the other.
To ensure our operations remain legal, safe, and organized, an event is not considered "cleared" to leave our commissary until you have finalized the Event Playbook. If an event playbook is missing its municipal permit, if the employee schedule isn't posted 7 days out, or if the client logistics are unconfirmed, the event is flagged.
Administrative compliance is weighed exactly the same as sales performance in your evaluations. Closing a major booking means nothing to the company if our truck is turned away by a city health inspector due to a missing permit, or if our field team is blind to the event details.

Benefits

1 mental health day per quarter (does not roll over).
Eligible for company health, dental, and vision insurance.
HuSTL will cover 50% of the employee-only premium coverage for health insurance (we do not contribute to family coverage).
2 weeks of PTO per year accrued.
You can roll over a maximum of 40 hours each year.
Paid Holidays: New Year’s Day, Easter, Thanksgiving, and Christmas.
Dental insurance
Employee discount
Flexible schedule
Health insurance
Paid time off
Vision insurance