Hotel Reservations & Catering Sales Coordinator

Job Description

Job Description

Reservations & Catering Sales Coordinator| Graduate Hotel | Richmond, Virginia

THE ROLE

The Reservations & Catering Sales Coordinator will have three primary areas of responsibility:

University & Institutional Reservations – Serve as the primary administrative contact for assigned university and institutional travel, including VCU, University of Richmond, and other college-related departments and organizations.

Catering & Event Coordination – Support the Sales & Catering Manager with the administrative details of meetings, catering events, weddings, social events, and other functions.

Sales Team Support – Keep the sales process organized by managing documentation, follow-up, reservations, CRM updates, BEOs, group information, and other administrative details that allow our sales leaders to focus on building relationships and generating revenue.

This position is not initially responsible for independently selling catering business . As you develop your knowledge and skills, you'll have opportunities to learn additional sales and event responsibilities and grow within the organization.

WHAT YOU'LL DOUniversity & Group Reservations

• Serve as a primary point of contact for assigned VCU, University of Richmond, and other university/college departments and organizations.

• Coordinate direct-bill departmental reservations and already-contracted group reservations.

• Manage rooming lists, reservation changes, cancellations, extensions, special requests, and other group needs.

• Assist Sales Managers with maintaining contracted room blocks.

• Monitor group pickup and cutoff dates and communicate concerns to the appropriate Sales and Revenue team members.

• Coordinate billing instructions, direct-bill information, tax-exempt documentation, and payment details.

• Work closely with Front Office, Reservations, Revenue Management, and Sales to ensure reservations are accurate.

• Maintain organized records and account history for recurring university and institutional business.

• This role focuses on departmental and organizational travel—not transient parents, fans, or general college visitors.

Catering & Event Support

You'll work closely with the Sales & Catering Manager to make sure every detail of an event is handled accurately and communicated effectively.

You'll:

• Prepare and maintain BEOs, event orders, group resumes, timelines, and other event documents.

• Collect final guest counts, menu selections, guarantees, and event details.

• Follow up with clients regarding outstanding information and deadlines.

• Coordinate event changes and communicate them to the appropriate hotel departments.

• Assist with billing information, deposits, concessions, and other event documentation.

• Prepare and distribute event information to Food & Beverage, Banquets, Front Office, and other departments.

• Assist with pre-event and post-event communication.

• Support client needs and help ensure a seamless event experience.

Sales Team Support

Our Sales Managers are focused on selling and building relationships . You'll help make sure the details behind those sales stay organized.

You'll:

• Maintain CRM records, leads, accounts, activities, and event information.

• Assist with proposals, contracts, correspondence, reports, and other sales documentation.

• Track follow-up items, deadlines, room blocks, and outstanding information.

• Assist with sales reports, forecasts, meetings, and business reviews.

• Maintain accurate group histories and account files.

• Support site tours, client meetings, events, and other sales activities.

• Communicate information between the sales team and hotel departments.

• Help identify issues before they become problems.

Event & On-Property Support

We're a hospitality company, so sometimes that means rolling up your sleeves!

When needed, you may assist with:

• Greeting clients and event attendees

• Event registration

• Basic meeting room setup

• Basic AV setup

• Signage and event materials

• Supporting Food & Beverage or Banquets during events

• Being an additional sales-team presence during select events

• Helping troubleshoot client needs

Our F&B and Banquet teams are responsible for primary event execution, but we believe in jumping in and helping one another when needed.

Cross-Property Collaboration

We believe in one team, one vision .

While the Graduate will be your primary focus, you may occasionally support business booked at other Downtown Cluster properties, including the Berkeley Hotel, particularly when the Sales & Catering Manager places business there due to client needs, overflow, availability, or other business considerations.

You'll help ensure that cross-property business receives the same level of organization, communication, and service as business booked at the Graduate.

WHO WE'RE LOOKING FOR

We're looking for someone who is:

• Highly organized and naturally detail-oriented

• Comfortable managing multiple priorities and deadlines

• A strong communicator who follows through

• Customer-service focused

• Professional, positive, and approachable

• Comfortable working with both clients and internal departments

• A problem solver who doesn't wait to be told there is a problem

• Team-oriented and willing to jump in wherever needed

• Comfortable learning new systems and technology

• Interested in growing a career in hospitality sales, catering, and events

Experience that will help you succeed:

• Hospitality, hotel, sales, reservations, catering, event, or administrative experience

• Experience with group reservations or room blocks

• Experience with BEOs, event orders, contracts, or group resumes

• Experience with university, corporate, or institutional accounts

• Experience with hotel PMS or CRM systems

• Delphi/Salesforce experience is a plus

WHY KALYAN HOSPITALITY?

At Kalyan, we believe hospitality is about more than providing a great guest experience. It's about creating a culture where our people can grow, contribute, and succeed.

Our core values guide how we work:

Honesty & Integrity
Driven by transparency, defined by accountability.

Collaboration
Together we achieve. One team, one vision.

Empowerment
When empowered, we unlock potential and drive success.

Inclusivity
Unite every voice to spark ideas and ignite change.

Prosperity
Creating opportunities through sustainable growth and financial responsibility.

Core Values: Express it, live by it, lead through it. THIS COULD BE A GREAT FIT IF...

You love the hospitality industry but don't want to spend your entire day behind a desk.

You enjoy organized chaos and somehow find satisfaction in making all the details line up.

You can communicate with a university administrator in the morning, help a Sales Manager prepare for a client meeting, detail a BEO in the afternoon, and jump in to help at an event that evening.

You're the person who notices the missing detail before it becomes a problem.

You're a team player who believes "that's not my job" isn't really part of the hospitality vocabulary.

And you're looking for a company where this position can be a starting point for a career—not just another job.

If that sounds like you, we'd love to meet you.

Kalyan Hospitality is an equal opportunity employer.