Sales & Catering Coordinator

Sales & Catering Coordinator

Department: Sales & Conference Services
Reports To: Assistant Director of Conference Services

Position Overview

The Sales & Catering Coordinator plays a critical role in the success of meetings, weddings, golf groups, and special events by providing high-level administrative, planning, and operational support to the Sales and Conference Services teams. This position serves as a primary point of contact for incoming inquiries and assigned programs, supports event logistics from initial lead through execution, and ensures accuracy, organization, and exceptional service standards throughout the planning process.

The Coordinator is responsible for maintaining event documentation, managing internal systems, preparing client-facing materials, coordinating VIP services, and supporting on-site operations. This role requires strong attention to detail, proactive communication, and the ability to manage multiple priorities in a fast-paced hospitality environment.

Key Responsibilities

Sales & Event Coordination

• Serve as the first point of contact for incoming inquiries via phone, email, website, and CVENT; log and route all leads to the appropriate Sales or Catering Manager.
• Support the planning and execution of:
• In-house meetings and events
• Member and association events (KMGA, KLGA, Home & Away, Women’s Club)
• Buddy golf groups and assigned room blocks
• Small events and programs as assigned
• Assist with large groups and weddings as a secondary planner in support of the Catering Team.
• Prepare amendments, updates, and supporting documentation for assigned programs.

Administrative & Systems Management

• Maintain accurate and thorough client and event records within Delphi and related systems.
• Create, organize, and maintain event folders, turnover packets, and departmental files for auditing and historical reference.
• Run reports as requested by the Vice President of Sales & Marketing and Assistant Director of Conference Services.
• Maintain and update deposit logs; track new bookings and incoming payments.
• Distribute Banquet Event Orders (BEOs) and Group Resumes according to departmental timelines.
• Prepare weekly BEO and resume packets and distribute to operational teams.
• Maintain the daily Conference Services Change Log and ensure timely communication of all revisions.

Event Materials & Logistics

• Develop printed menus, meal cards, signage, place cards, drink tickets, and event collateral.
• Prepare pre-convention and post-convention meeting materials and assist with meeting coordination.
• Set up and distribute pre-convention packets and planner calendars.
• Create and manage VIP amenities and inspect high-level VIP guestrooms to ensure checklist completion.
• Maintain a strong working knowledge of the property, venues, amenities, and service offerings.

Operational & On-Site Support

• Coordinate transportation logistics for guests, including airport transfers and event-related transportation.
• Assist with on-site event execution as needed to ensure service standards are met.
• Support specialty events, themed programs, and signature experiences as assigned.
• Ensure all work is performed in accordance with established safety standards, policies, procedures, and service expectations.

Qualifications

• High School Diploma or GED required; Associate’s or Bachelor’s degree in Hospitality, Event Management, Business, or Communications preferred.
• Excellent written and verbal communication skills with a professional demeanor.
• Strong organizational skills with exceptional attention to detail.
• Proficiency in Microsoft Office; comfort working in multiple systems and reporting platforms.
• Delphi, Meeting Matrix, and Opera PMS experience preferred.
• Ability to interact effectively with diverse clients, vendors, and internal departments.
• Ability to lift, push, or pull up to 40 lbs. and perform physical tasks associated with event operations.
• Must possess a valid state driver’s license.
• Ability to work evenings, weekends, and holidays as business needs require.
• Demonstrated enthusiasm, professionalism, and passion for hospitality and event execution.