Hotel Sales & Catering Coordinator

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Now Hiring: Sales & Catering Coordinator

Location: EVEN Hotel, Bozeman, MT

Sales Coordinator.pdf

Essential Responsibilities

• Provides administrative and organizational support to the sales and catering teams, including answering calls, responding to inquiries, maintaining calendars, and coordinating follow-up communications.
• Greets clients and visitors professionally, gather pertinent information, and direct inquiries to the appropriate sales or catering team member.
• Serves as a point of contact for clients regarding group bookings, room blocks, catering requests, event details, and general sales inquiries.
• Assists with hotel tours and property presentations for prospective clients as needed.
• Assists with preparing sales proposals, catering packages, pricing information, contracts, and other client communications in accordance with established guidelines and approval procedures.
• Coordinates with clients to gather event requirements and ensure details are accurately documented in contracts, banquet event orders (BEOs), rooming lists, and other sales and catering records.
• Assists with entering and maintaining group bookings, catering events, client information, and related details in the property's sales and catering systems.
• Supports catering coordination, including menu selections, event timelines, room layouts, setup requirements, pricing details, and other client preferences.
• Communicates event requirements and updates to the appropriate hotel departments to support effective planning, preparation, and execution.
• Assists with event coordination before and during functions as assigned, helping ensure arrangements meet client expectations and property standards.
• Assists with tracking event deposits, payment information, billing details, and outstanding documentation; coordinate with the appropriate departments to help ensure accurate and timely processing.
• Prepares, organizes, and maintains sales files, group information, contracts, rooming lists, event documentation, and client correspondence.
• Assists with preparing and distributing post-event surveys, evaluation letters, and follow-up communications to support client satisfaction and repeat business.
• Maintains positive relationships with local businesses, corporate accounts, civic organizations, and other community partners.
• Supports sales and catering leadership with reports, correspondence, proposals, and other administrative tasks as needed.
• Maintains professional appearance, punctuality, and reliable attendance in accordance with company policies.
• Complies with all company policies, procedures, brand standards, and applicable requirements related to the position.
• Performs other related duties as assigned by leadership.
• Embrace O’Reach, OHX Experience, Green Team, Guest Service, Team Member Satisfaction, Health & Wellness, and Safety culture.
  
  

Skills & Abilities

• Strong organizational, communication, customer service, and time management skills.
• Ability to manage multiple tasks, prioritize deadlines, and maintain accuracy in a fast-paced hospitality environment.
• Ability to communicate professionally with clients, team members, leadership, and external business partners.
• Strong attention to detail when preparing proposals, contracts, BEOs, rooming lists, billing information, and other documentation.
• Ability to work independently while collaborating effectively with sales, catering, hotel operations, and other departments.
• Proficiency in Microsoft Office applications and the ability to learn property-specific sales, catering, reservation, and point-of-sale systems.
• Professionalism, dependability, adaptability, and a commitment to exceptional guest and client service.
  
  

Education & Experience

• A bachelor’s or associate degree is preferred. Hospitality management degree is preferred or relevant experience.
• Prior sales experience is a plus but not required.
• Valid driver’s license and proof of current vehicle insurance required.
• Reliable transportation for travel to regional locations. Traveling by vehicle or air to various locations, conferences, etc.
  
  

Hours And Work Environment

• Due to the nature of the hospitality industry, this position requires a flexible schedule, including days, evenings, weekends, holidays, and extended hours based on business needs and scheduled events.
• This position is performed primarily on-site and requires regular movement throughout the hotel, banquet facilities, meeting rooms, guest areas, kitchens, storage areas, and outdoor event spaces as business needs require.
  
  

Physical Requirements Of The Position

• Ability to stand and walk for extended periods throughout scheduled shifts.
• Frequently bend, stoop, kneel, crouch, reach, push, pull, and climb stairs while preparing and supporting events.
• Frequently lift, carry, push, or move up to 40 pounds and occasionally assist with heavier items.
• Ability to set up and break down tables, chairs, linens, décor, signage, and event equipment.
• Manual dexterity to operate computers, office equipment, telephones, and event equipment.
• Ability to work indoors and outdoors in varying weather conditions as business needs require.
  
  

Environmental Conditions

• General interior office environment.
• Minimum distraction primarily from phones and brief interruptions.
• Protection from weather conditions but not necessarily from temperature changes.
  
  

O’Reilly Hospitality Management, LLC, is an equal opportunity employer. Employment selection and related decisions are made without regard to age, race, color, sex, sexual orientation, gender identity, national origin, religion, genetic information, disability, protected veteran status or other protected classifications.

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