Sales & Catering Coordinator

Essential Duties & Responsibilities

Sales & Catering Administration

• Maintain a thorough knowledge of hotel sales policies, procedures, guest rooms, meeting space, and catering services.
• Serve as the first point of contact for callers and visitors to the Sales & Catering office.
• Prepare and distribute banquet event orders (BEOs), correspondence, reports, and other sales documentation.
• Process contracts through electronic signature platforms and maintain accurate client files.
• Maintain sales files, electronic records, and departmental databases.
• Assist with preparing presentations, promotional materials, reports, and marketing collateral.
• Route incoming mail, prepare outgoing correspondence, and manage office supplies.
• Assist the sales team with administrative projects and special assignments.
• Follow up with clients before and after events as directed.

Group Reservations Coordination

• Coordinate all aspects of group guest room blocks after contracts are executed.
• Enter and maintain group blocks in the property management and sales systems.
• Manage rooming lists, reservation cut-off dates, room block adjustments, and pickup reports.
• Communicate reservation details with clients and hotel departments.
• Monitor room block performance and assist in maximizing group revenue.
• Work closely with Front Office regarding room inventory and reservation details.
• Assist guests with reservation questions and special requests.
• Ensure group reservation information is accurate and updated throughout the planning process.

Accounting Support

• Prepare and distribute group and catering invoices.
• Process deposits and maintain accurate payment records.
• Track outstanding balances and assist with collection of deposits and final payments.
• Coordinate billing information with the Accounting Department.
• Respond to client questions regarding billing and payment status.
• Maintain accurate financial records related to group and catering business.
• Assist with account reconciliation and reporting as requested.
• Ensure all client billing documentation is complete and accurate.

Customer Service

• Represent the hotel with professionalism, integrity, and exceptional guest service.
• Build positive relationships with clients before, during, and after their events.
• Respond promptly to client inquiries.
• Work collaboratively with Sales, Catering, Front Office, Accounting, Banquets, and other hotel departments to ensure successful events.
• Maintain confidentiality of guest and company information.
• Perform other duties as assigned.