Essential Duties & Responsibilities
Sales & Catering Administration
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Maintain a thorough knowledge of hotel sales policies, procedures, guest rooms, meeting space, and catering services.
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Serve as the first point of contact for callers and visitors to the Sales & Catering office.
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Prepare and distribute banquet event orders (BEOs), correspondence, reports, and other sales documentation.
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Process contracts through electronic signature platforms and maintain accurate client files.
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Maintain sales files, electronic records, and departmental databases.
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Assist with preparing presentations, promotional materials, reports, and marketing collateral.
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Route incoming mail, prepare outgoing correspondence, and manage office supplies.
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Assist the sales team with administrative projects and special assignments.
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Follow up with clients before and after events as directed.
Group Reservations Coordination
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Coordinate all aspects of group guest room blocks after contracts are executed.
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Enter and maintain group blocks in the property management and sales systems.
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Manage rooming lists, reservation cut-off dates, room block adjustments, and pickup reports.
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Communicate reservation details with clients and hotel departments.
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Monitor room block performance and assist in maximizing group revenue.
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Work closely with Front Office regarding room inventory and reservation details.
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Assist guests with reservation questions and special requests.
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Ensure group reservation information is accurate and updated throughout the planning process.
Accounting Support
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Prepare and distribute group and catering invoices.
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Process deposits and maintain accurate payment records.
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Track outstanding balances and assist with collection of deposits and final payments.
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Coordinate billing information with the Accounting Department.
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Respond to client questions regarding billing and payment status.
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Maintain accurate financial records related to group and catering business.
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Assist with account reconciliation and reporting as requested.
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Ensure all client billing documentation is complete and accurate.
Customer Service
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Represent the hotel with professionalism, integrity, and exceptional guest service.
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Build positive relationships with clients before, during, and after their events.
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Respond promptly to client inquiries.
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Work collaboratively with Sales, Catering, Front Office, Accounting, Banquets, and other hotel departments to ensure successful events.
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Maintain confidentiality of guest and company information.
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Perform other duties as assigned.
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Previous hotel, hospitality, sales administration, catering, reservations, or administrative experience preferred.
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Experience with group reservations or hotel sales systems preferred.
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Marriott CI/TY and Lightspeed PMS / Power of M experience preferred but not required.
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Proficiency in Microsoft Office, including Word, Excel, Outlook, and Teams.
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Strong organizational and time management skills.
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Excellent written and verbal communication skills.
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High level of attention to detail and accuracy.
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Ability to prioritize multiple projects while meeting deadlines.
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Professional demeanor with outstanding customer service skills.
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Ability to work independently and as part of a team.
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Ability to maintain confidentiality.
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Physical Requirements
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Prolonged periods of sitting and computer work.
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Ability to occasionally stand, walk, bend, and lift up to 25 pounds.
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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.
