BASIC PURPOSE: The Sales & Catering Administrative Assistant provides administrative and operational support to the Sales, Catering, and Events departments to ensure seamless coordination of group bookings, catering events, and guest experiences. This position assists with client communication, event documentation, billing processes, reservation management, and departmental organization while maintaining exceptional customer service standards.
ESSENTIAL FUNCTIONS:
· Provide administrative support to the Sales and Catering departments, including managing calendars, scheduling appointments, and responding to phone calls and emails in a professional and timely manner.
· Assist with coordination of group and catering events by maintaining event timelines, managing rooming lists, communicating with clients, and coordinating with internal departments.
· Maintain accurate and organized files, contracts, Banquet Event Orders (BEOs), invoices, correspondence, and other event-related documentation.
· Create, update, distribute, and batch print BEOs and event packets. Attend BEO meetings and ensure all event details are communicated accurately.
· Ensure upcoming group and catering accounts have proper payment guarantees secured. Send credit card authorization forms as needed and assist with billing and pre-payment processing.
· Call for catering group guarantees and pre-charge catering group master accounts prior to events.
· Enter and maintain rooming lists and reservations in PMS and assist with reservations for local accounts as needed.
· Merge sales and catering contracts and assist in preparing proposals, presentations, reports, and correspondence on behalf of the department.
· Post Marriott Bonvoy points for qualifying group and catering events.
· Greet internal and external guests, clients, and vendors in a friendly and professional manner while handling inquiries and directing requests appropriately.
· Coordinate with other hotel departments including Food & Beverage, Housekeeping, Front Office, and Accounting to ensure successful execution of events and group stays.
· Support on-site event execution as needed, including walkthroughs, vendor coordination, setup assistance, and troubleshooting event-related issues.
· Order and maintain office and event supplies and ensure department files and equipment remain organized and professional.
· Create, log, and track gift certificates.
· Conduct site tours for prospective clients and guests as needed.
· Send post-event folios, final invoices, and thank-you correspondence to sales and catering clients following departure.
· Prepare reports, enter departmental data into hotel systems, and assist with general office duties including copying, mailing, filing, and distribution of materials.
· Continuously seek opportunities to improve departmental processes, organization, communication, and the overall guest experience.
· Perform other duties and responsibilities as assigned by management to support the Sales, Catering, and Events departments and overall hotel operations.
Education: High School diploma or equivalent required, 4 year college degree preferred
Experience: A minimum of 4 years of related experience
Skills and Abilities:
Requires advanced knowledge of the principles and practices within the Catering Sales and Food & Beverage professions. This includes experiential knowledge required for management of people, complex problems, efficient sales activities, food and beverage management, etc. Ability to make occasional decisions which are generally guided by established policy and procedures. Must possess communication skills in terms of the ability to negotiate, convince, sell and influence professionals and/or hotel guest(s). The position requires awareness and experience in group revenue management principles to ensure effective group block management.
No. of employees supervised: 0
FLSA DESIGNATION: Non – Exempt
Hours Required: 30-40 hours
Job Type: Full-time
Pay: $16.00 - $17.00 per hour
Work Location: In person
