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About the Role
The Catering Coordinator provides administrative and operational support to the Catering department, ensuring a seamless experience for clients from planning through event execution and follow-up.
Responsibilities
- Provide day-to-day administrative and operational support to the Director of Catering and Catering Sales team.
- Assist with incoming catering and event inquiries, ensuring timely response and routing.
- Prepare and distribute proposals, contracts, addenda, Banquet Event Orders (BEOs), menus, and other event-related documents.
- Prepare, distribute, and update group resumes for accurate departmental information.
- Assist Catering Managers with maintaining accurate event details, timelines, guest counts, room setups, and selections.
- Communicate with clients to collect outstanding event details, menus, guarantees, payments, and rooming lists.
- Maintain accurate and up-to-date information in the hotel's sales, catering, and property management systems.
- Create and update event bookings, activities, traces, notes, and client information in Delphi/Salesforce or other applicable systems.
- Assist with contract execution and payment processes, including deposits, credit card authorization forms, payment links, and signed agreements.
- Track important deadlines including deposits, final guarantees, menu selections, rooming lists, cut-off dates, and final payments.
- Assist with preparing and distributing BEOs and communicating event updates to appropriate hotel departments.
- Participate in BEO and internal operations meetings as needed.
- Coordinate with Banquets, Culinary, AV, Front Office, Reservations, Housekeeping, Accounting, and other operational teams to ensure accurate event communication.
- Assist with guest room blocks associated with weddings and social events, monitoring pickup, rooming lists, and reservation requests.
- Coordinate bridal suite arrangements and setup, ensuring preparation according to client needs.
- Coordinate room drops, welcome amenities, gift bags, and other special deliveries for weddings and social events.
- Communicate with outside vendors regarding bridal suite access, arrival times, deliveries, and hotel logistics.
- Serve as a key point of contact for routine wedding and social-event requests leading up to the event.
- Handle last-minute requests from couples, families, wedding parties, and guests, coordinating with departments for solutions.
- Assist with site inspections, client meetings, tastings, and pre-conference meetings.
- Prepare event signage, menus, place cards, amenity requests, and other event materials.
- Assist Catering Managers with event-day needs and last-minute client requests.
- Conduct post-event follow-up and assist with final billing questions or documentation.
- Maintain organized electronic and physical files for contracts, BEOs, payments, correspondence, and other event documentation.
- Support the department with reports, calendars, banquet checks, forecasts, and other administrative projects.
- Maintain strong communication with clients, providing prompt, professional, and personalized service.
- Build positive working relationships across hotel departments and contribute to a collaborative Sales & Catering environment.
- Perform additional duties and special projects as assigned by the Director of Catering.
Requirements
- Previous experience in hospitality, hotels, catering, events, restaurants, or a related customer-service environment preferred.
- Previous hotel Sales, Catering, Conference Services, or Events experience is a plus.
- Strong organizational skills with exceptional attention to detail.
- Ability to manage multiple events, deadlines, and client requests simultaneously.
- Excellent written and verbal communication skills.
- Professional and confident communication with clients, vendors, and internal teams.
- Strong problem-solving skills and ability to remain composed and solutions-oriented when handling last-minute requests.
- Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
- Experience with Delphi, Salesforce, Cvent, Sertifi, or similar hospitality platforms is preferred.
- Experience with HMS (Hotel Management System) is appreciated.
- Ability to work collaboratively across multiple hotel departments.
- Flexibility to assist with occasional evening or weekend events based on business needs.
Skills
- Organization
- Attention to detail
- Time management
- Client communication
- Problem-solving
- Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
- Hospitality platforms (Delphi, Salesforce, Cvent, Sertifi)
- Hotel Management Systems (HMS)
- Collaboration
Location
- Onsite
Work Type
- Full-time
Experience Level
- Entry-level to Mid-level
About the Company
- We love what we do and what we do is important! We believe that everyone should leave feeling better - this means not just our guests, but also our teammates. Everyone should go home feeling better because they learned something new or had fun working that day. Therefore, we hire unique individuals who work together to create amazing experiences for our guests. We recognize that every member of the team contributes to the success of the whole hotel. No one is more important than anyone else, and unless we are in it together, we can't create that special experience for our guests.