Description:
The Sales and Catering Coordinator provides administrative and operational support to the Sales and Catering team through coordination of event details, preparation of contracts and banquet event orders, client communication, and maintenance of sales systems and records. This position serves as a liaison between clients and resort departments to ensure successful execution of group events, meetings, banquets, weddings, and special events while supporting revenue growth and exceptional guest service.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
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Provide administrative support to the Sales and Catering team to ensure the successful planning and execution of meetings, conferences, banquets, weddings, and special events.
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Serve as a primary point of contact for clients regarding event details, changes, deposits, rooming lists, and event logistics.
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Prepare, update, and distribute Banquet Event Orders (BEOs), event resumes, contracts, diagrams, and other event-related documentation.
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Enter and maintain accurate client, event, and billing information within sales and catering systems.
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Coordinate event logistics including meeting room setups, banquet requirements, menu selections, audiovisual needs, timelines, guest counts, and special requests.
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Communicate event details and updates to internal departments including Banquets, Culinary, Hotel Operations, Facilities, Security, Marketing, and other operational teams.
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Schedule client appointments, site tours, planning meetings, and event walkthroughs.
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Monitor event timelines and ensure required documentation, deposits, insurance certificates, and approvals are received prior to event execution.
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Assist with preparing proposals, contracts, invoices, reports, correspondence, and other sales-related materials.
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Maintain group room blocks, rooming lists, reservation cut-off dates, and lodging requirements associated with group business.
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Coordinate with vendors and service providers regarding rentals, audiovisual equipment, decorations, entertainment, transportation, and specialty event services.
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Prepare and distribute weekly event schedules, function sheets, and operational communications.
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Assist in tracking sales leads, inquiries, and event opportunities to support departmental revenue goals.
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Maintain organized electronic and physical event files in accordance with departmental standards.
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Review event documentation for accuracy and ensure all event details are properly communicated to operational departments.
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Support billing processes by assisting with deposits, invoicing, payment tracking, and event reconciliation.
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Attend departmental meetings, pre-convention meetings, and post-event reviews as assigned.
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Provide on-site event support as needed, including greeting clients, verifying event requirements, facilitating communication between departments, and assisting with issue resolution.
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Respond promptly and professionally to client inquiries, requests, concerns, and service recovery situations.
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Assist with maintaining inventory levels of banquet office supplies, event materials, signage, and related resources.
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Generate reports and provide administrative support related to event activity, revenue tracking, forecasting, and departmental metrics.
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Support marketing and promotional efforts related to group sales, catering services, and resort events as assigned.
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Maintain confidentiality of guest, client, team member, and business information.
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Deliver exceptional guest service while promoting the mission, vision, and values of Little Creek Casino Resort.
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Comply with all Tribal Gaming Commission regulations, company policies, internal controls, and departmental procedures.
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Maintain regular attendance and be available to work schedules that support business needs, including occasional evenings, weekends, and holidays.
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Travel as required to support business needs, including client meetings, trade shows, community events, and promotional activities.
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Perform other duties as assigned.
ESSENTIAL BEHAVIORAL EXPECTATIONS
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Maintain confidentiality.
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Be accountable to team members and the organization.
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Display sensitivity to Native American culture.
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Follow all company policies and procedures.
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Support mission, vision, and values.
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Practice emotional intelligence and professionalism.
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Deliver positive guest experiences.
PERSONAL COMPETENCIES
Demonstrates strong organization, communication, and attention to detail to support event execution and administrative accuracy. Builds positive relationships with clients and team members through clear and professional communication. Exhibits adaptability and problem-solving skills in a fast-paced environment while maintaining composure under pressure. Supports team collaboration and contributes to shared goals by coordinating effectively across departments. Maintains a working knowledge of hotel and food and beverage operations and event logistics to ensure quality outcomes.
S.I.G.E. TRIBAL - STATE COMPACT & ACCOUNTING & INTERNAL CONTROL DUTIES AND RESPONSIBILITIES:
Responsible for Internal Control and Compact compliance regarding Casino Operations and ensure compliance with regulations of the Tribal Gaming Commission.
SUPERVISORY RESPONSIBILITIES
This position has no direct supervisory responsibilities. May provide operational support and direction during events as assigned.
Requirements:
QUALIFICATIONS:
Knowledge, Skills and Abilities
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Language Skills:
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Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
- Ability to write reports, business correspondence, and procedure manuals.
- Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Mathematical Skills:
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Ability to calculate percentages, ratios, guest counts, pricing, deposits, and event-related billing information.
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Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Reasoning Ability:
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Ability to apply common sense of understanding to carry out instructions furnished in written, oral, or diagram form.
- Ability to deal with problems involving several concrete variables in standardized situations.
Other:
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Proficiency with Microsoft Word
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Proficiency with Microsoft Excel
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Proficiency with Microsoft PowerPoint
- Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
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Ability to accurately enter and maintain data and prepare business correspondence.
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Ability to learn and effectively utilize Agilysys and other sales, catering, hotel, and point-of-sale systems.
EDUCATION and/or EXPERIENCE:
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High School Diploma or GED required.
- Associate degree in Hospitality, Business, Marketing, Event Management, or related field preferred.
- One to three years of experience in hospitality, catering, sales support, event coordination, hotel operations, or related customer service environment preferred.
- Experience with banquet event orders (BEOs), event coordination, or hotel sales systems preferred.
Certificates, Licenses, Registrations:
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Class II Gaming License issued from the Squaxin Island Gaming Commission
- Washington State Food Worker Card
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Class 12 Mixologist Permit
Physical Demands:
The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job.
- While performing the duties of this job, the team member is regularly required to stand; use hands to finger, handle, or feel; reach with hands and arms; talk or hear; and taste or smell.
- The team member is occasionally required to sit; climb or balance; and stoop, kneel, crouch, or crawl.
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Occasionally lift and/or move up to 25 pounds.
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May assist with event setup activities as needed.
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Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
Work Environment:
The work environment characteristics described here are representative of those a team member encounters while performing the essential functions of this job.
