Sales & Food & Beverage Coordinator

Sales & Catering Coordinator

The Sales & Catering Coordinator provides administrative and operational support to the Director of Sales & Marketing, General Manager, Food & Beverage leadership, and Event Management team. This position is responsible for coordinating group and catering business, assisting group & catering sales managers with administrative tasks, supporting outlet dining sales initiatives with incentivized private dining bookings, maintaining sales systems, and assisting with food and beverage administrative functions to ensure exceptional guest service and efficient hotel operations. The ideal candidate is highly organized, service-oriented, detail-focused, and enjoys working in a fast-paced lifestyle hotel environment.

Essential Functions Core Responsibilities Sales & Catering Administration Approach all guests, clients, and associates in a friendly, professional, and service-oriented manner. Maintain professional appearance and grooming standards. Comply with all Mainsail Lodging & Development policies and safety procedures. Maintain organized sales, catering, and event files. Assist the Director of Sales & Marketing and General Manager with monthly reports, correspondence, and administrative projects. Prepare contracts, banquet event orders (BEOs), event resumes, banquet checks, guarantee updates, and Daily Event Sheets. Process revisions and distribute event documentation to operational departments. Answer incoming sales and catering inquiries, qualify leads, and route opportunities appropriately. Enter and manage leads, opportunities, accounts, and bookings within Marriott CI/TY and other hotel systems. Coordinate site inspections and conduct tours when the sales team is unavailable. Assist with detailing smaller meetings, catering functions, and social events. Coordinate guest amenities, welcome letters, VIP arrivals, transportation schedules, and group logistics. Prepare thank-you correspondence following group and catering events. Support hotel marketing initiatives, community events, and promotional activities as assigned. Outlet Dining & Food & Beverage Sales/ Support Assist in promoting chef dinners, holiday events, wine dinners, tasting experiences, live entertainment, and special promotions. Coordinate inquiries for restaurant buyouts, rehearsal dinners, corporate dinners, cocktail receptions, and private dining events with incentivized private dining bookings. Prepare proposals, contracts, menus, and event details for outlet dining functions. Work closely with the Executive Chef and Food & Beverage leadership to ensure event details and guest expectations are communicated accurately. Assist in tracking outlet dining inquiries, bookings, and revenue. Support local business outreach and relationship building to increase restaurant and bar patronage. Provide administrative support to the Food & Beverage department as needed General Responsibilities Maintain timely communication between Sales, Catering, Food & Beverage, and Operations. Ensure accurate distribution of contracts, event documentation, and operational information. Assist guests and clients with event changes and requests while providing exceptional customer service. Coordinate special events as directed by the General Manager or Director of Sales. Perform additional duties as assigned in support of hotel operations. Hospitality Expectations Demonstrate Mainsail Lodging & Development's mission, vision, and values through every guest and associate interaction. Take ownership of guest satisfaction while maintaining professionalism, integrity, and a collaborative team environment.

Qualifications Education & Experience High School Diploma or equivalent required. Associate's Degree preferred. Two or more years of hospitality, sales, catering, restaurant, or administrative experience preferred. Previous Marriott experience strongly preferred. Experience in lifestyle hotels, restaurants, or event venues is a plus. Technical Skills Strong proficiency in Microsoft Word, Excel, Outlook, and PowerPoint. Experience with Marriott CI/TY, MARSHA, Opera PMS, or similar hotel systems preferred. Ability to prepare professional proposals, contracts, reports, and presentations. Excellent written and verbal communication skills. Strong organizational and time management abilities. Ability to prioritize multiple projects while meeting deadlines. Knowledge of hotel sales, catering, food & beverage operations, and local market trends preferred. Physical Requirements Ability to sit or stand for extended periods. Occasionally lift and carry up to 20 pounds. Ability to walk throughout the hotel, restaurant, meeting space, and event venues. Flexible schedule including occasional evenings, weekends, and holidays based on business demands. Mental Requirements Exercise sound judgment and decision-making. Manage multiple priorities in a fast-paced environment. Work independently while supporting multiple departments. Maintain strict confidentiality. Adapt quickly to changing priorities. Effectively resolve problems while maintaining a positive attitude. Deliver exceptional internal and external customer service under pressure.

Mainsail is an Equal Opportunity Employer and it does not discriminate on the basis of actual or perceived race, color, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity expression (including transgender status), sexual orientation, marital status, parental status, military service and veteran status, political affiliation, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state or local laws and ordinances.