Sales and Catering Specialist

Job Description

Job Description

Description:

Little Creek Casino Resort Team Members display their best performance with professional and energetic behavior to promote us as the friendliest casino to our distinguished guests and the best place to work with quality jobs in the region to our team members.  

 

SUMMARY:  

The Sales and Catering Specialist provides experienced administrative and operational support to the Sales and Catering team through coordination of event details, preparation and generation of contracts and banquet event orders, client communication, and maintenance of sales systems and records. This position serves as a liaison between clients and resort departments to ensure successful execution of group events, meetings, banquets, weddings, and special events while supporting revenue growth and exceptional guest service. The position requires demonstrated experience with hospitality sales and catering operations, event contracts, Banquet Event Orders (BEOs), event coordination, and sales and catering software.

ESSENTIAL DUTIES AND RESPONSIBILITIES:  

• Provide administrative support to the Sales and Catering team to ensure the successful planning and execution of meetings, conferences, banquets, weddings, and special events.
• Serve as a primary point of contact for clients regarding event details, changes, deposits, rooming lists, and event logistics.
• Prepare, update, and distribute Banquet Event Orders (BEOs), event resumes, contracts, diagrams, and other event-related documentation.
• Prepare, generate, review, and coordinate event contracts and related documentation, ensuring accuracy and completion of required terms, pricing, dates, services, and client requirements.
• Enter and maintain accurate client, event, and billing information within sales and catering systems.
• Utilize sales and catering software to manage client information, event details, contracts, BEOs, reporting, and other event-related records.
• Coordinate event logistics including meeting room setups, banquet requirements, menu selections, audiovisual needs, timelines, guest counts, and special requests.
• Communicate event details and updates to internal departments including Banquets, Culinary, Hotel Operations, Facilities, Security, Marketing, and other operational teams.
• Schedule client appointments, site tours, planning meetings, and event walkthroughs.
• Monitor event timelines and ensure required documentation, deposits, insurance certificates, and approvals are received prior to event execution.
• Assist with preparing proposals, contracts, invoices, reports, correspondence, and other sales-related materials.
• Maintain group room blocks, rooming lists, reservation cut-off dates, and lodging requirements associated with group business.
• Coordinate with vendors and service providers regarding rentals, audiovisual equipment, decorations, entertainment, transportation, and specialty event services.
• Prepare and distribute weekly event schedules, function sheets, and operational communications.
• Assist in tracking sales leads, inquiries, and event opportunities to support departmental revenue goals.
• Maintain organized electronic and physical event files in accordance with department standards.
• Review event documentation for accuracy and ensure all event details are properly communicated to operational departments.
• Review contracts, BEOs, event resumes, and related documentation for accuracy, completeness, and consistency with client commitments and operational requirements.
• Support billing processes by assisting with deposits, invoicing, payment tracking, and event reconciliation.
• Attend departmental meetings, pre-convention meetings, and post-event reviews as assigned.
• Provide on-site event support as needed, including greeting clients, verifying event requirements, facilitating communication between departments, and assisting with issue resolution.
• Respond promptly and professionally to client inquiries, requests, concerns, and service recovery situations.
• Assist with maintaining inventory levels of banquet office supplies, event materials, signage, and related resources.
• Generate reports and provide administrative support related to event activity, revenue tracking, forecasting, and departmental metrics.
• Support marketing and promotional efforts related to group sales, catering services, and resort events as assigned.
• Maintain confidentiality of guest, client, team member, and business information.
• Deliver exceptional guest service while promoting the mission, vision, and values of Little Creek Casino Resort.
• Comply with all Tribal Gaming Commission regulations, company policies, internal controls, and departmental procedures.
• Maintain regular attendance and be available to work schedules that support business needs, including occasional evenings, weekends, and holidays.
• Travel as required to support business needs, including client meetings, trade shows, community events, and promotional activities.
• Perform other duties as assigned.

ESSENTIAL BEHAVIORAL EXPECTATIONS  

• Maintain confidentiality. 
• Be accountable to team members and the organization. 
• Display sensitivity to Native American culture. 
• Follow all company policies and procedures. 
• Support mission, vision, and values. 
• Practice emotional intelligence and professionalism. 
• Deliver positive guest experiences. 

 

PERSONAL COMPETENCIES  

Demonstrates strong organization, communication, and attention to detail to support event execution and administrative accuracy. Builds positive relationships with clients and team members through clear and professional communication. Exhibits adaptability and problem-solving skills in a fast-paced environment while maintaining composure under pressure. Supports team collaboration and contributes to shared goals by coordinating effectively across departments. Maintains a working knowledge of hotel and food and beverage operations and event logistics to ensure quality outcomes. 

Demonstrates advanced knowledge of hospitality sales and catering operations, including event contracts, Banquet Event Orders (BEOs), event coordination, hotel sales processes, and the use of sales and catering software. Demonstrates the ability to manage multiple events, competing priorities, client requirements, and deadlines while maintaining accuracy and attention to detail.

 

S.I.G.E. TRIBAL - STATE COMPACT & ACCOUNTING & INTERNAL CONTROL DUTIES AND RESPONSIBILITIES:  

 

Responsible for Internal Control and Compact compliance regarding Casino Operations and ensure compliance with regulations of the Tribal Gaming Commission. 

 

SUPERVISORY RESPONSIBILITIES  

This position has no direct supervisory responsibilities. May provide operational support and direction during events as assigned. 

Requirements:

QUALIFICATIONS:

 

Knowledge, Skills and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

 

Language Skills:

• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. 

 

Mathematical Skills:

• Ability to calculate percentages, ratios, guest counts, pricing, deposits, and event-related billing information. 
• Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. 

 

Reasoning Ability:

• Ability to apply common sense of understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations. 

 

Other:

• Proficiency with Microsoft Word 
• Proficiency with Microsoft Excel 
• Proficiency with Microsoft PowerPoint
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint. 
• Ability to accurately enter and maintain data and prepare business correspondence. 
• Ability to learn and effectively utilize Agilysys and other sales, catering, hotel, and point-of-sale systems, and sales and catering software.

 

EDUCATION and/or EXPERIENCE:

 

Education and/or Experience:

• High School Diploma or GED required.
• Associate degree or higher in Hospitality, Business, Marketing, Event Management, Hotel Management, or a related field preferred.
• Three (3) to five (5) years of progressively responsible experience in hospitality, catering, hotel sales support, event coordination, or a related hospitality sales environment required.
• Three (3) to five (5) years of experience coordinating events and collaborating with clients, vendors, and hotel or resort departments to plan and execute meetings, banquets, weddings, conferences, and special events required.
• Three (3) to five (5) years of experience preparing, generating, reviewing, and maintaining event contracts and related sales and catering documentation required.
• Three (3) to five (5) years of experience preparing, reviewing, and managing Banquet Event Orders (BEOs), event resumes, function sheets, and other event documentation required.
• Three (3) to five (5) years of experience using sales and catering software, hotel sales systems, event management systems, or comparable hospitality technology required.
• Demonstrated experience managing multiple events, client requirements, deadlines, room blocks, event details, and operational communications in a fast-paced hospitality environment required.
• Experience with Agilysys or comparable hotel sales, catering, event management, or reservation systems preferred.

Certificates, Licenses, Registrations:

• Class III Gaming License issued from the Squaxin Island Gaming Commission
• Washington State Food Worker Card 
• Class 12 Mixologist Permit 

Physical Demands:

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job.

• While performing the duties of this job, the team member is regularly required to stand; use hands to finger, handle, or feel; reach with hands and arms; talk or hear; and taste or smell.
• The team member is occasionally required to sit; climb or balance; and stoop, kneel, crouch, or crawl. 
• Occasionally lift and/or move up to 25 pounds. 
• May assist with event setup activities as needed. 
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. 

 

Work Environment:  

The work environment characteristics described here are representative of those a team member encounters while performing the essential functions of this job.

 

The team member is occasionally exposed to moving mechanical parts, fumes or airborne particles, toxic or caustic chemicals, outside weather conditions, extreme cold, extreme heat, risk of electrical shock, and vibration. The noise level in the work environment is usually moderate.