Sales & Catering Coordinator

Sales & Catering Coordinator

Reporting to the Director of Sales, the Sales & Catering Coordinator will support the sales and catering team, managing administrative and client service tasks to help the company meet its sales targets, including coordinating group and event servicing activities. You'll play a crucial role in maintaining customers relationships by providing excellent customer service, managing client accounts and ensuring the smooth execution of events and bookings.

JOB SUMMARY:

• Support the Sales Department in generating revenue and driving business growth for the hotel, while also coordinating group and event servicing functions.
• Assisting with the coordination and execution of sales activities, such as responding to inquiries, preparing proposals, and facilitating bookings for meetings, events, and serving as a point of contact for all client services and
• Coordinate and service group and event bookings from turnover to execution; including coordination of event details, documentation, and on-site execution.
• Maintain complete knowledge of hotel operations, scheduled daily activities, and comply with all departmental policies/service procedures/standards.
• Assist in preparing sales proposals and contracts tailored to the specific needs of clients, outlining pricing, services, and terms to secure bookings.
• Support Sales and Catering team administratively including correspondence, preparing reports, and assisting with reservations and on property activations.
• Prepare, review, and distribute BEOs, resumes, and related event documentation, track completion status for accuracy and reporting.
• Collaborate with Food & Beverage, Culinary, and other departments to execute events seamlessly; manage changes and communicate updates to all stakeholders.
• Monitor event execution to ensure alignment with client expectations, hotel standards, and contractual agreements.
• Able to multitask in a fast-paced environment while staying organized and meeting deadlines.
• Provide telephone and message support for the department and respond to inquiries in a timely, clear, and pleasant manner.
• Maintain client profiles, contacts and additional essential records used in Sales and Catering reporting.
• Block group & meeting space specifications and ensure that accurate information is collected and entered in the reservations system. Ensure accurate information for Group Billing, Resumes, and Sales systems (i.e. Delphi).
• Update PMS system to ensure guest profiles are accurate (Arrival Times, Preferences, Biography etc.) and manage group rooming lists.
• Conduct post-event follow-up to gather feedback and identify future business opportunities.
• Collaborate with other hotel departments to coordinate sales efforts, leverage resources, and maximize revenue-generating opportunities for the hotel.
• Assist in the execution of in-house events to ensure planning is accomplished successfully.
• Attend departmental meetings and training sessions as required.
• Demonstrate a team-focused attitude and encourage collaboration.
• Understand and use safe work practices for all safety precautions including Emergency Evacuation Procedures, Violence in the Workplace, Accident Reporting, OSHA Compliance, and Bloodborne Pathogen Procedures.
• Attend meetings and training sessions as required.
• Comply with all policies as outlined in the Handbook, Property Supplement, or otherwise issued including time and attendance expectations, uniform and dress code standards, anti-harassment policy, and substances in the workplace.
• Complete additional projects as assigned.

ESSENTIAL FUNCTIONS OF THE JOB:

• Ability to remain standing for up to 8 hours
• Ability to remain seated for up to 8 hours
• Ability to walk the property and grounds frequently
• Ability to move up and down stairs regularly
• Ability to move quickly based on guest needs
• Ability to regularly move and lift up to 50 lbs.
• Ability to use repetitive manual dexterity, such as typing
• Ability to bend, stretch, and reach frequently, including above head, and repetitively
• Ability to visibly survey documents and property areas clearly
• Ability to view a digital computer/tablet screen for extended period of time, up to 8 hours
• Ability to work outside in adverse weather at times.
• Ability to communicate and exchange information effectively, often in a public/group setting
• Ability to read, write, speak, and understand English
• Ability to perform assigned tasks, operate equipment, and complete job duties in a safe manner
• Ability to work flexible hours based on business needs including midweek and weekend days

TECHNOLOGY AND EQUIPMENT USED:

• Computer
• Microsoft Office (Outlook/Word/Excel)
• Printer/Scanner/Copier
• Multi-line phone system
• Time Clock
• Cell phone/Tablet
• Radio/Walkies
• Maintenance Software
• Point of Sale Software
• Credit Card Processor
• Reservations System
• Accounting System (Invoice processing, Inventory, Forecasting)
• Labor Management System (Scheduling, Time Card Approvals)
• Basic Cleaning Chemicals & Tools (mop/bucket, broom/dust pan, vacuum, sanitizers and rags)

WORKING ENVIRONMENT:

• Work will primarily take place in a hotel resort and restaurant environment, in both guest-facing and employee back of house areas.
• Professional office environment.
• Some exterior work with exposure to extreme temperatures and weather conditions.
• Group and solo work.
• Exposure to various hazardous chemicals, to be used only as instructed.

KEY SKILLS & EXPERIENCE REQUIRED:

• Bachelor's degree or Certification in Sales, Business Administration, or related major field.
• 2 4 years of administrative support experience in hospitality, entertainment, and or/ public relations is preferred.
• Strong understanding of hotel operations;?reservations, appropriate guest service etiquette, etc.
• Available and willing to work flexible hours based on business needs including weekdays and weekends.
• Technologically savvy, with a working knowledge of Microsoft Office, Delphi, and Opera Cloud preferred.
• Successful completion of satisfactory background check.
• Demonstrates intuitive customer and interpersonal skills.
• Highly motivated individual who can work independently, and as part of a team.
• Ability to handle confidential information discretely and in the proper manner.
• Self-starter, and possess excellent presentation skills.
• Demonstrates strong communication, organizational, and problem-solving skills, with a high level of patience, tact, and diplomacy.
• Have exceptional attention to detail, organizational, analytical and time management skills.
• Expresses sincere enthusiasm for the role and passion for events.
• Must know how to prioritize, delegate, and respond in a timely fashion. Able to work under pressure, multi-task, and stay focused while maintaining hospitality.

No Job Description for a position can possibly include all duties which may be requested by guests or required by the hotel. The objective of all positions is to effectively provide the services personally, or to immediately refer requests to the appropriate department manager. The items listed above are a summary of the major responsibilities of the position that must be met by an employee to successfully perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

We are an Equal Opportunity Employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

L'Ermitage participates in the Department of Homeland Security's E-Verify Program to verify the employment eligibility of all newly hired employees.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.