Sales & Catering Coordinator

Join our Sales & Catering team and play an important role in supporting memorable events, group experiences, and successful client partnerships. As a Sales & Catering Coordinator, you will provide essential administrative and operational support to the Sales & Catering team while helping ensure every detail is organized, communicated, and executed with care.

This position is ideal for someone who is highly organized, detail-oriented, responsive, and enjoys working in a fast-paced hospitality environment. You will interact with clients, meeting planners, hotel departments, and sales leaders while supporting group bookings, event logistics, client communication, and daily sales activities.

What Your Day-to-Day Looks Like:

Provide administrative support to the Sales & Catering team, including preparing proposals, contracts, Banquet Event Orders (BEOs), quotes, reports, invoices, and correspondence
Respond to and qualify incoming sales inquiries by phone, email, or in person in a timely and professional manner, with a goal of responding within 24 hours
Maintain organized and accurate records of client interactions, bookings, sales activities, and event details
Assist with client communication and provide information regarding hotel services, event spaces, amenities, and group offerings
Support the coordination of client site visits, meetings, pre-convention meetings, post-event meetings, and follow-up communication
Participate in site inspections and assist meeting planners and clients throughout the planning process
Prepare sales materials, proposals, promotional collateral, sales kits, and other client-facing materials as needed
Enter definite groups into Opera/PMS and ensure room inventory, group blocks, reservations, and billing information are accurately established
Input rooming lists and process group reservation changes and cancellations as needed
Monitor and audit group room blocks, pickup, inventory, and cut-off dates to support effective inventory management
Enter and maintain weekly group pickup information in Delphi
Communicate group requirements to hotel departments through resumes, BEOs, internal meetings, pre-convention meetings, and weekly BEO meetings
Distribute daily change logs, weekly group room reports, event packets, and other operational communications
Assist in coordinating event logistics, including meeting room setups, catering requirements, Audio-Visual needs, and special requests
Collaborate closely with Banquets, Culinary, Front Office, Reservations, Housekeeping, Engineering, and other hotel departments to support seamless event execution
Assist with in-house booking requests and group-related questions from internal departments
Support event execution and serve as an on-site hotel contact when needed
Answer department telephone calls, take messages, schedule appointments, and provide professional assistance to clients and hotel team members
Assist with preparations for sales trips, trade shows, client events, and industry functions
Support office organization, filing systems, data entry, supply ordering, and other departmental administrative needs
Professionally represent the hotel during client functions, site inspections, industry events, and other sales-related activities
Build positive client relationships by providing responsive, professional, and personalized service
Support the Sales & Catering team in achieving departmental revenue goals and delivering exceptional guest experiences
Perform additional duties and special projects as assigned

What You Bring to the Team:

Minimum of 1 year of experience within a hotel Sales & Catering department preferred
1–2 years of Front Desk, Reservations, Events, or equivalent hospitality experience preferred
Strong organizational and administrative skills with excellent attention to detail
Ability to manage multiple priorities, deadlines, and changing business needs
Excellent written and verbal communication skills
Strong interpersonal skills and the ability to work effectively with clients, colleagues, and hotel leadership
Professional, responsive, and service-oriented approach to client interactions
Strong time management skills and ability to work independently
Self-motivated with a willingness to take initiative and support the team wherever needed
Ability to demonstrate empathy, patience, and professionalism when interacting with clients and colleagues
Proficiency in Microsoft Word and Excel
Opera PMS knowledge preferred
Delphi knowledge preferred
Ability to read and understand contracts, BEOs, rooming lists, and group-related documentation
Interest in professional growth and taking on increased responsibility within Sales, Catering, or Events

Benefits & Perks

Medical, Dental, Vision, and Voluntary Benefits
401(k) Retirement Plan
Wellness and Employee Assistance Program
PerkSpot Employee Discount Program
Hotel Stay Discounts
Employee Meals
AquaVie Fitness & Spa Membership Discount
Training and Career Growth Opportunities
Discounts at Grand America Hotels & Resorts properties
Convenient access to trolley stations and downtown bus routes

Our Culture

We believe in People First and Guests Always. We are committed to creating a supportive work environment where team members are valued, respected, and empowered to deliver memorable guest experiences.

As part of the Sales & Catering team, you will help ensure clients feel supported throughout the planning process while providing the organization, communication, and attention to detail needed to bring events and group experiences to life.

Schedule & Additional Responsibilities

Typically scheduled 40 hours over five days, with schedules generally Monday through Friday based on business needs
Some evenings, weekends, and holidays may be required to support event execution and serve as an on-site hotel contact
Participate in special projects, task forces, hotel committees, and departmental initiatives as assigned
Maintain flexibility to adjust schedules based on group, event, and operational needs

Physical Requirements

Ability to sit, stand, walk, and move throughout the hotel as needed
Ability to remain active during site inspections, meetings, and event support
Ability to use standard office equipment and computer systems for extended periods
Ability to occasionally lift, carry, push, or move materials associated with meetings, events, or sales activities
Ability to work flexible schedules, including occasional evenings, weekends, and holidays based on business needs

Additional Information

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

This job description is intended to describe the general nature and level of work being performed. Duties and responsibilities may change at any time based on business needs.