Catering Sales Coordinator

POSITION OBJECTIVE

The Catering Sales Coordinator provides administrative and operational support for the catering team and is responsible for assisting with the planning, coordination, and execution of catering events, while maintaining strong client relationships and ensuring a high level of service.

The role is ideal for a detail-oriented professional with strong organizational skills and a passion for hospitality.

ESSENTIAL JOB FUNCTIONS

Primary Responsibilities:

• Administrative Support:
• Provide day-to-day administrative support to the team, includingscheduling meetings, preparing contracts, proposals, banquet event orders(BEOs), group event resumes, invoices, and client correspondence.
• Support with client gifting, amenities, menus, signage, and other event-related materials.

Event Coordination Assistance:

• Respond to client calls and special requests and obtain final details, dates,times, and hotel room and meeting room requirements.
• Assistwith coordinating tastings, site tours, and eventlogisticsinpartnership with catering and banquet managers.
• Coordinate outside vendor services needs where appropriate

Client Communication:

• Follow up with clients for documents, confirmations, and payments.

System Management:

• Enter andmaintainaccurateinformation in catering and CRM softwaresystems (e.g., Delphi, Social Tables).

Document Management:

• Maintain organized digital and physical event files, contracts, and reports.

Reporting & Tracking:

• Generate weekly, monthly, and quarterly reports as requested.

Internal Coordination:

• Distribute BEOs and other event documents to relevant departments
  (banquets, culinary, front office) ina timelyandaccuratemanner.

Billing Support

• Assistwith billing, invoicing, deposits, and post-event financialreconciliation.
• This position may also perform other duties as assigned (guest room tours, property tours,special guest requests,maintainingcalendars, answering phones.

QUALIFICATIONS

• Requirements include a High School diploma or equivalent, plus 2yearsexperiencein asales/catering office or related field.
• College Degree and prior sales experienceispreferred.
• Type at least 50 wpm; proficient Microsoft office skills
• Proficient in Microsoft Office (Excel, Word, Outlook); familiarity with Delphi is a plus.
• Able to work nights, weekends, and holidays

SKILLS AND ABILITIES

Language Skills: Excellent service skills including etiquette and ability to work with the public. Knowledge of communications skills, organization skills, ability to deal with diverse clientele, golf knowledge is a plus.

Reasoning Ability: Ability to solve problems and deal with a variety of variables in situations where only limited standardization exists. Ability to provide and interpret a variety of instructions furnished in written, oral, diagram or schedule form.

Other Skills and Abilities: Ability to communicate and work well with fellow employees and other departments. Maintain a presentable appearance, behavior and manner at all times. Ability to process administrative work. Ability to manage multiple tasks effectively.