Sales & Catering Coordinator

Sales & Catering Coordinator

The Sales & Catering Coordinator provides administrative and operational support to the Sales & Marketing Department, ensuring the efficient coordination of group sales, catering events, and hotel meetings. This position serves as the administrative backbone of the department by managing event documentation, maintaining sales systems, coordinating internal communications, and supporting the Sales and Event Management teams. The Sales & Catering Coordinator works primarily behind the scenes to ensure accurate information is communicated across departments and events are successfully prepared for execution.

Essential Duties & Responsibilities

Administrative Support

• Provide administrative support to the Director of Sales, Director of Catering and Catering Sales Managers.
• Maintain accurate client records, event files, contracts, and departmental documentation.
• Prepare, distribute, and maintain proposals, contracts, Banquet Event Orders (BEOs), cover sheets, diagrams, reader boards, door cards, and other operational documents.
• Process deposits, billing documentation, folios, and other administrative paperwork.
• Generate and distribute departmental reports and maintain organized filing systems, both electronic and physical.
• Assist with departmental correspondence, calendars, and meeting preparation.

Sales & Catering Coordination

• Support the coordination of meetings, group business, catering events, and special events by ensuring accurate and timely documentation.
• Monitor event changes and communicate updates to operational departments.
• Maintain event calendars, meeting space schedules, and event management systems.
• Assist with the preparation of weekly operations meetings and event review materials.
• Ensure all event documentation is completed accurately and distributed according to departmental timelines.

Department Operations

• Maintain sales collateral, promotional materials, presentation supplies, and office inventory.
• Assist with maintaining departmental standards, procedures, and administrative workflows.
• Support customer loyalty program administration and other hotel initiatives as assigned.
• Assist with special projects, audits, and reporting requirements.
• Perform general office duties, including filing, data entry, scanning, copying, and document management.

Guest & Team Support

• Provide professional assistance to internal and external guests while maintaining Marriott service standards.
• Support the Sales & Catering team by responding to requests in a timely and professional manner.
• Assist with guest inquiries and administrative needs related to meetings, groups, and events.
• Contribute to a collaborative team environment focused on exceptional guest service.

Qualifications

• High school diploma or equivalent required; Associate's or Bachelor's degree in Hospitality Management, Business Administration, or a related field preferred.
• One to three years of administrative, hospitality, hotel, catering, or sales support experience preferred.
• Strong organizational, administrative, and time management skills.
• Excellent written, verbal, and interpersonal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); experience with hotel property management, sales, or catering software is preferred.
• Ability to manage multiple priorities while maintaining accuracy and meeting deadlines.

Knowledge, Skills & Abilities

• Strong attention to detail and organizational skills.
• Ability to manage multiple tasks in a fast-paced environment.
• Excellent customer service and interpersonal skills.
• Strong written and verbal communication abilities.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to work independently while collaborating effectively with multiple departments.
• Strong problem-solving and critical-thinking skills.
• Proficiency with office equipment and standard business software.

Physical Requirements

• Ability to sit, stand, walk, bend, and reach throughout the workday.
• Ability to occasionally lift and carry up to 25 pounds.
• Ability to work in both office and hotel operational environments.
• Occasional flexibility in schedule may be required to support business needs and special events.

Success Measures

• Accurate and timely preparation of event documentation.
• Effective administrative support of the Sales & Catering Department.
• Strong communication and collaboration with hotel departments.
• Organized recordkeeping and system maintenance.
• Consistent attention to detail and adherence to deadlines.
• Positive internal and external customer service.

Crestview Management, LLC