HOTEL SALES AND CATERING COORDINATOR

General Summary of Job Duties: The Sales & Catering Coordinator is responsible for coordination of efforts and administrative support for the Sales Team. A list of General Responsibilities is listed below, but not limited to, as well as a summary of daily, weekly, and monthly tasks attached. In addition, the Sales & Catering Coordinator meets with clients or lead planners to discuss food and beverage needs for their event. In some instances, the coordinator may work directly with the client and handle all aspects of catering for them. Beyond SALES AND customer service, this role is also responsible for managing the details for client food orders and rooming list/event requests. This includes creating banquet event orders and ensuring that relevant details are communicated to both the hotel, kitchen, and banquet staff. Efficient use of event management programs, email, and room diagram software is often essential for good performance.

Principle Responsibilities and Duties:

• Responsible for initiating the event detailing process with the client upon a contract is signed for Silverton events.
• Responsible for initiating group pre-arrival tasks upon a group contract is signed. These involve creating group blocks in STAY, inputting rooming lists in STAY, assisting in any all-reservation logistical needs and changes, creates reservations weblink, processes group AND CATERING deposits, and creates Group Resumes.
• This role facilitates group resume meetings to make sure that all department heads are aware of all pre-arrival information of the groups that will help achieve a successful arrival process and a memorable stay.
• Acts as a liaison of the group and makes sure that all pertinent details and needs of the group are met. Communicates all group details to department heads.
• Assists in the preparation of site inspection rooms and meeting spaces to make sure that is in order prior to the client arrives for the hotel tour.
• Run reports as requested by DOS for month end purposes.
• Processes meeting planner points for contracted group and events.
• Processes commissions for all groups with contracted commissions and submits to finance.
• Responsible for creating BEO and floor plans and presents to the client for review. Assists in adjusting BEOs for necessary revisions and makes sure that these changes are communicated to appropriate departments.
• Attends client tastings and wedding rehearsals. Submits a recap of tasting feedback items to the Chef and Catering Manager.
• Responsible for coordinating and working with vendors as needed in the success of the event.
• Handles post event internal actualization and processes such as generating folios reflecting daily charges and submits information to Banquet Manager and Accounting and sends out event recap to all departments.
• Data entry using STAY, Microsoft Word and Excel and creates promotional flyers as needed.
• Copying and distributing internal/external letters, forms, bookings, contracts, resumes, room lists, schedules, and mail. E-mail correspondence directed by managers as needed. Filing, faxing, and distribution of incoming/outgoing mail. Assist in making and distributing marketing collateral.
• Answer general phone calls and inquiries and meet the needs of the guest to help provide better information to the DOS.
• Maintains an accurate and up-to-date filing system.
• Assists in Guest Services and Front Desk when needed including but not limited to checking in guests, answering guest phone calls, assisting with Guest Experience needs, etc.
• Assist in setting-up and teardown of events. Accountable in making sure that all tasks are completed prior to each event.
• Responsible for all other tasks in the job checklist provided by the Director of Sales.