Catering & Sales Coordinator

About the role

Responsible for on-site group support, administrative processes and support functions within the Sales & Catering Department.

Qualifications & Requirements

• On-Site Event Coordination Support:
• Assist in welcoming groups and directing guests as needed for meetings, conferences, and special events.
• Act as a guest service liaison by handling guest opportunities and resolving service issues to ensure smooth operations and exceptional customer satisfaction throughout the conference center.
• Assist with inspecting meeting rooms prior to guest arrival to ensure all Banquet Event Order (BEO) specifications and event details have been executed accurately.
• Serve as the on-property liaison for group and event contacts by coordinating with property departments to ensure guest and group requests are fulfilled.
• Interact with guests and clients to obtain feedback regarding event quality, service standards, and overall satisfaction.
• Participate in client planning meetings with Event Managers to gain an understanding of event objectives and assist in communicating client needs throughout the property.
• Work closely with Banquets, Culinary, Hotel Operations, and other property departments to ensure contracted arrangements and event details are executed as planned.
• Service and detail conference center groups and internal events as assigned.
• Answer and direct all incoming calls to the sales office and greet all clients. Maintain clean, hospitable office environment for team and clients.
• Functional knowledge of Amadeus Advanced Sales & Catering Software (Delphi) to assist with departmental needs such as menu editing, report creation, auditing and accounting tasks.
• Create file folders for every Group booking during Turnover process. Review signed contracts and check against Delphi to ensure accuracy. Distribute completed files to department leadership for Manager assignment.
• Prepare and distribute daily, weekly and monthly reports as required. Includes daily BEO distribution and Change Log. Maintain accurate BEO Book.
• Prepare and distribute daily, weekly and monthly reports as required. Includes 30-day, productivity reporting, encore reports, missing BEO & resume audits, hotel cutoff report and others as assigned.
• Document activities, changes, client & departmental communications accurately within Delphi and other designated systems.
• Support the Sales team in preparing, proposals, resumes and solicitation letters to prospective, current and past clientele. Complete group resumes, group information sheets, post-conference reports, and other event documentation as required
• Assist and direct special projects including sales calls, sales blitzes, trade shows and familiarization tours.
• Perform word processing tasks, spreadsheets, filing, and coping duties for Team. This could include creating/printing tickets, menu cards, gift certificates, etc.
• Create files and maintain office filing systems, which may include bending and/or crouching to replace files in the cabinets. Maintain organization and cleanliness of Sales Office Storage area.
• Sort and distribute incoming departmental mail, assure prompt delivery of outgoing mail and special delivery packages. Assist in preparing and/or mailing of in-house direct mail pieces.
• Print Menus, assemble menu packets, & maintain sales collateral levels.
• Coordinate special request/accommodations (Amenities) for incoming group guests as requested by the team.
• Maintain strict confidentiality of Sales team, client information and company related issues.
• Maintain courteous and professional relationship with business associates and company personnel to reflect a positive image for department.
• Maintain knowledge of property amenities, promotions, services, and offerings to effectively support guest needs and help retain business.
• Adhere to all department and property policies and procedures, including standards of conduct, attendance, appearance, confidentiality, safety, guest service, and sanitation requirements.
• Other duties as assigned, which could include:
• Audit all Delphi Banquet Checks vs. POS Banquet Checks for accuracy. Instruct teams to correct when errors occur.
• Audit Group Master Account information for accuracy. This includes hotel room charges, banquet charges and ancillary property charges.
• Prepare Final Invoices for all Groups with supporting documentation following the audit. Send to appropriate Manager for approval.
• Assist with Group reservations, could include: creating group masters, entering rooming lists and preparing pick up reports for the Sales Team. Setup ResTrip &/or Passkey for all Groups with rooms, audit LMS for accuracy with Delphi and other room specific reservation requests as needed.