Position Summary

The Sales and Catering Coordinator provides administrative, sales, and operational support to the hotel's Sales and Catering departments. This position is responsible for coordinating group bookings, preparing proposals and contracts, managing event details, maintaining accurate sales records, inputting group and airline rooming lists to PMS and ensuring effective communication between clients and hotel departments.

The successful candidate will help maximize guest satisfaction, support revenue growth, and ensure that meetings, banquets, weddings, and other catered events are executed seamlessly from the initial inquiry through the completion of the event.

Essential Duties and Responsibilities

Sales Support

Respond promptly and professionally to sales inquiries, telephone calls, and email requests.

Assist with preparing sales proposals, contracts, room block agreements, and event estimates.

Maintain accurate records of leads, prospects, definite business, and lost business.

Assist with prospecting, client follow-up, and solicitation of new group and catering business.

Schedule property tours, client appointments, and site inspections.

Maintain client profiles, account information, and sales files in the hotel's sales and catering systems.

Assist with preparing sales reports, pace reports, forecasts, and other departmental reporting.

Support the Director of Sales and Sales Managers with client correspondence, presentations, and administrative projects.

Support Front Office by putting group and airline rooming lists into PMS.

Catering and Event Coordination

Coordinate the details of meetings, banquets, weddings, social events, corporate functions, and other catered events.

Prepare and distribute Banquet Event Orders (BEOs), event resumes, and function sheets accurately and on time.

Communicate event requirements, room setups, menus, audiovisual needs, timelines, and special requests to the appropriate departments.

Work closely with Food and Beverage, Banquets, Culinary, Front Office, Housekeeping, and Engineering to ensure event readiness.

Assist clients with menu selections, room arrangements, event schedules, and other planning requirements.

Review event details with clients before arrival and communicate changes to the appropriate hotel teams.

Assist with event inspections and, as assigned, provide on-site support during events.

Help ensure that all event details are delivered according to the signed agreement and the client's expectations.

Prepare final event documentation and assist with post-event follow-up.

Administrative and Revenue Management

Maintain accurate information in the hotel's property management system, sales and catering system, and other required platforms.

Track deposits, payment deadlines, rooming lists, guarantees, and other event-related documentation.

Assist with billing review, client invoicing coordination, and post-event account reconciliation.

Monitor deadlines for menus, guarantees, rooming lists, contracts, and other client deliverables.

Help identify opportunities to upsell food and beverage packages, meeting space, audiovisual services, guest rooms, and other hotel offerings.

Protect confidential client, financial, and hotel information.

Ensure compliance with hotel policies, brand standards, and established procedures.

Guest and Client Service

Establish and maintain positive relationships with clients, meeting planners, vendors, and hotel associates.

Provide timely responses and professional solutions to client questions and concerns.

Anticipate client needs and communicate special requests clearly to hotel operating departments.

Maintain a professional, service-focused approach throughout the sales and event planning process.

Support the hotel's reputation by delivering a consistent and positive client experience.

Qualifications

High school diploma or equivalent required; associate or bachelor's degree in hospitality, business, or a related field preferred.

Previous experience in hotel sales, catering, event coordination, hospitality, or administrative support preferred.

Strong written and verbal communication skills.

Excellent organizational skills and attention to detail.

Ability to manage multiple events, deadlines, and priorities simultaneously.

Proficiency in Microsoft Office applications, including Outlook, Word, and Excel.

Experience with hotel property management systems or sales and catering software preferred.

Strong customer service, problem-solving, and interpersonal skills.

Ability to work independently while collaborating effectively with multiple departments.

Physical Requirements and Work Environment

Ability to work in an office, hotel meeting space, banquet areas, and other property locations.

Ability to walk throughout the hotel and inspect event spaces as needed.

Ability to work a flexible schedule when business demands require, including occasional evenings, weekends, and holidays.

Ability to lift or move light materials and event documents as reasonably required, with or without reasonable accommodation.

Performance Expectations

Performance will be evaluated based on:

Accuracy and timeliness of contracts, BEOs, proposals, and event documentation.

Responsiveness to client inquiries and internal departmental requests.

Client satisfaction and quality of event coordination.

Organization and accuracy of sales and catering records.

Effectiveness of communication and teamwork across hotel departments.

Support of sales, catering, banquet, and guest room revenue goals.

Compliance with hotel policies, brand standards, and departmental procedures.