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.

• Previous hotel, hospitality, sales administration, catering, reservations, or administrative experience preferred.
• Experience with group reservations or hotel sales systems preferred.
• Marriott CI/TY and Lightspeed PMS / Power of M experience preferred but not required.
• Proficiency in Microsoft Office, including Word, Excel, Outlook, and Teams.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• High level of attention to detail and accuracy.
• Ability to prioritize multiple projects while meeting deadlines.
• Professional demeanor with outstanding customer service skills.
• Ability to work independently and as part of a team.
• Ability to maintain confidentiality.

• Physical Requirements

  • Prolonged periods of sitting and computer work.
  • Ability to occasionally stand, walk, bend, and lift up to 25 pounds.
  • Ability to communicate effectively with guests and team members in person and by telephone.

The Sales & Catering Coordinator provides administrative support to the Sales & Catering team while coordinating group reservations, assisting with event planning, and supporting accounting functions related to group and catering business. This position serves as a key point of contact for clients, ensuring accurate contracts, rooming lists, invoices, and event documentation while delivering exceptional customer service throughout the planning process.

The ideal candidate is organized, detail-oriented, able to multitask in a fast-paced hospitality environment, and demonstrates professionalism, strong communication skills, and excellent customer service.