Banquet Administrative Coordinator

Banquet Administrative Coordinator

The Woodlands Resort, Curio Collection is the perfect retreat in the Houston Area, and only 2 miles away from The Woodlands Waterway. The resort is celebrating 50 years along with The Woodlands township. At HEI, we recognize that our enormous success is solely the result of our greatest asset: Our People. Where people work is a choice. Against that choice, our greatest obligation is to ensure day in and day out that our associates have the compensation and benefits they deserve and industry leading tools, training and support that they need to excel. At HEI, simply said, we honor the privilege of our associates choosing us by investing in and making them more valuable.

Don't meet every single requirement of this job? At HEI we are dedicated to building a diverse and inclusive workplace, so if you're excited about this role but your experience doesn't align perfectly with every qualification in the job description, we encourage you to still send in your information. You may be the perfect candidate for this or for other roles within our organization! We value U.S. military experience and invite all qualified military candidates to apply.

Salary Range: $23.00 - $23.00 Hourly

The Banquet Administrative Coordinator provides administrative, financial, and operational support to the Banquet Department. This position is responsible for the daily reconciliation of banquet checks between the property's POS system and event management system, ensuring that all banquet revenue, charges, payments, adjustments, and event details are accurate and properly accounted for. The position requires a high level of attention to detail, organization, confidentiality, and follow-through. The Banquet Administrative Coordinator works closely with Banquet Operations, Catering & Conference Services, Food & Beverage, Finance, and other departments to identify and resolve discrepancies and ensure accurate and timely financial reporting.

Essential Responsibilities

• Reconcile all banquet checks from the POS system against the event management system on a daily basis.
• Verify that all events that took place have been properly closed and charged.
• Compare banquet checks, BEO/event details, and POS transactions to ensure accuracy.
• Verify food, beverage, rental, labor, service charge, gratuity, and other applicable charges.
• Identify discrepancies between the POS and event management system and research the cause.
• Coordinate with Banquet Captains, Managers, Catering/Conference Services, and Finance to correct discrepancies.
• Verify that all adjustments, discounts, voids, transfers, comps, and corrections are properly documented and authorized.
• Ensure checks are assigned to the correct event, outlet, revenue center, and payment method.
• Confirm that all applicable service charges, taxes, gratuities, and other fees have been accurately posted.
• Prepare and maintain a daily reconciliation report showing discrepancies and resolution status.
• Escalate unresolved discrepancies to the appropriate manager or Finance team.

• Review completed BEOs and event documentation for accuracy and completeness.
• Ensure final event charges are consistent with the contracted event details and approved changes.
• Assist with finalizing banquet checks and event financial documentation.
• Maintain organized electronic and paper files for completed events and supporting documentation.
• Track missing signatures, approvals, or required supporting documents.
• Assist with event close-out processes and ensure documentation is completed in a timely manner.
• Support the Banquet Department with administrative tasks, reports, data entry, and correspondence.

• Maintain strict attention to cash-handling and revenue-control procedures.
• Ensure all banquet revenue is properly recorded and supported by documentation.
• Monitor for unusual or inconsistent transactions and bring concerns to management's attention.
• Assist Finance with month-end banquet reconciliation and research of outstanding items.
• Maintain confidentiality of financial, guest, employee, and business information.
• Follow all resort, brand, and company policies related to financial controls and revenue reporting.

• Communicate daily reconciliation issues and outstanding items to Banquet leadership.
• Work collaboratively with Finance, Catering, Conference Services, Food & Beverage, and Operations.
• Provide administrative support to the Director of Banquets and banquet leadership team.
• Assist with preparing departmental reports, spreadsheets, and tracking documents.
• Respond professionally and promptly to internal requests for event and financial information.
• Maintain a high level of organization in a fast-paced resort environment.

Required Skills & Qualifications

• Previous administrative, accounting, banquet, catering, or hospitality experience preferred.
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Strong Microsoft Office skills, particularly Excel.
• Ability to work with POS and event management systems.
• Strong analytical and problem-solving skills.
• Ability to identify discrepancies and research transactions to determine the cause.
• Strong written and verbal communication skills.
• Ability to handle confidential financial and guest information.
• Ability to prioritize multiple tasks and meet daily deadlines.
• Previous hotel or resort banquet experience strongly preferred.

Preferred Experience

Experience with:

• Hotel or resort banquet operations
• POS systems
• Event management/BEO systems
• Daily revenue reconciliation
• Microsoft Excel
• Hotel accounting or financial reporting
• Catering and conference services

Performance Expectations

• 100% daily reconciliation of completed banquet events.
• Timely identification and resolution of POS/event management system discrepancies.
• Accurate posting and reporting of banquet revenue.
• Proper documentation of adjustments, voids, comps, and corrections.
• Timely completion of daily and month-end reporting.
• Consistent adherence to financial controls and company procedures.
• Effective communication with Banquet, Catering, Food & Beverage, and Finance teams.
• Maintaining accurate and organized event documentation.

The Banquet Administrative Coordinator is accountable for ensuring that every banquet event is accurately closed, reconciled, documented, and financially accounted for each day. The position serves as an important control point between Banquet Operations, the event management system, the POS system, and Finance to protect revenue and maintain accurate financial records.

HEI Hotels and Resorts is committed to providing a comprehensive benefit program that offers you choices for your physical, mental and financial wellness, creating value in your most important investment - you! For your physical and mental wellness we offer competitive Medical and Dental programs through Anthem Blue Cross Blue Shield as well as Vision insurance programs through EyeMed. Our Vacation, Sick and Holiday programs are available for you to rejuvenate with time off. HEI also provides pet insurance through the ASPCA. For your financial wellness, HEI provides a wide array of coverage, including Supplemental, Spousal and Child Life insurance as well as Short and Long-Term Disability plans. Our 401(k) Savings Plan with matching funds, and discounts through our 'YouDecide' and Hotel Room Discount programs provide additional incentives for choosing HEI as the employer of your future. Specific details and eligibility of these programs vary by location and employment status.

HEI Hotels and Resorts is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.