Catering Coordinator

The Catering Coordinator provides administrative and operational support to the Catering department while helping ensure seamless experience for clients from the initial planning stages through event execution and post-event follow-up. Who We Are We love what we do and what we do is important! We believe that everyone should leave feeling better - this means not just our guests, but also our teammates. Everyone should go home feeling better because they learned something new or had fun working that day. Therefore, we hire unique individuals who work together to create amazing experiences for our guests. We recognize that every member of the team contributes to the success of the whole hotel. No one is more important than anyone else, and unless we are in it together, we can't create that special experience for our guests. Your Mission Should you decide to accept it... The ideal candidate is highly organized, proactive, comfortable managing multiple priorities in a fast-paced hotel environment, and passionate about delivering exceptional guest and client experiences. This position works closely with Catering Sales, Banquets, Culinary, Reservations, Front Office, Housekeeping, Accounting, Revenue Management, and other hotel departments. The Nitty-Gritty What exactly you will be doing... Duties & Responsibilities Provide day-to-day administrative and operational support to the Director of Catering and Catering Sales team. Assist with incoming catering and event inquiries and ensure leads are responded to and routed to the appropriate team member in a timely manner. Prepare and distribute proposals, contracts, addenda, Banquet Event Orders (BEOs), menus, and other event-related documents. Prepare, distribute, and update group resumes, ensuring all departments have accurate and current information regarding upcoming groups and events. Assist Catering Managers with maintaining accurate event details, timelines, guest counts, room setups, food and beverage selections, audiovisual requirements, and special requests. Communicate with clients to collect outstanding event details, menus, guarantees, payments, rooming lists, and other required documentation. Maintain accurate and up-to-date information in the hotel's sales, catering, and property management systems. Create and update event bookings, activities, traces, notes, and client information in Delphi/Salesforce or other applicable systems. Assist with contract execution and payment processes, including deposits, credit card authorization forms, payment links, and signed agreements. Track important deadlines including deposits, final guarantees, menu selections, rooming lists, cut-off dates, and final payments. Assist with preparing and distributing BEOs and communicating event updates and changes to appropriate hotel departments. Participate in BEO and internal operations meetings as needed. Coordinate with Banquets, Culinary, AV, Front Office, Reservations, Housekeeping, Accounting, and other operational teams to ensure event details are communicated accurately. Assist with guest room blocks associated with weddings and social events, including monitoring pickup, rooming lists, booking links, reservation requests, VIP accommodations, and special requests. Coordinate bridal suite arrangements and set up, working closely with Housekeeping, Front Office, Reservations, and other departments to ensure the suite is prepared according to the couple's needs. Coordinate room drops, welcome amenities, gift bags, and other special deliveries associated with weddings and social events. Communicate with outside vendors, including glam squads, hair and makeup teams, photographers, videographers, florists, and other wedding professionals, regarding bridal suite access, arrival times, deliveries, and hotel logistics. Serve as a key point of contact for routine wedding and social-event requests leading up to the event. Handle various last-minute requests from couples, their families, wedding parties, and guests, coordinating with the appropriate hotel departments to find timely solutions. Assist with site inspections, client meetings, tastings, and pre-conference meetings as needed. Prepare event signage, menus, place cards, amenity requests, and other event materials when applicable. Assist Catering Managers with event-day needs and last-minute client requests. Conduct post-event follow-up and assist with final billing questions or documentation. Maintain organized electronic and physical files for contracts, BEOs, payments, correspondence, and other event documentation. Support the department with reports, calendars, banquet checks, forecasts, and other administrative projects. Maintain strong communication with clients while providing prompt, professional, and personalized service. Build positive working relationships across hotel departments and contribute to a collaborative Sales & Catering environment. Perform additional duties and special projects as assigned by the Director of Catering. Qualifications Previous experience in hospitality, hotels, catering, events, restaurants, or a related customer-service environment preferred. Previous hotel Sales, Catering, Conference Services, or Events experience is a plus. Strong organizational skills with exceptional attention to detail. Ability to manage multiple events, deadlines, and client requests simultaneously. Excellent written and verbal communication skills. Professional and confident when communicating with clients, vendors, and internal teams. Strong problem-solving skills and the ability to remain composed and solutions-oriented when handling last-minute requests. Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint. Experience with Delphi, Salesforce, Cvent, Sertifi, or similar hospitality platforms is preferred. Experience with HMS (Hotel Management System) is appreciated. Ability to work collaboratively across multiple hotel departments. Flexibility to assist with occasional evening or weekend events based on business needs. #J-18808-Ljbffr Virgin Hotels