Catering Coordinator

The Catering Coordinator provides administrative and operational support to the Catering department while helping ensure seamless experience for clients from the initial planning stages through event execution and post-event follow-up. Who we are: 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. Your mission: Should you decide to accept it... The ideal candidate is highly organized, proactive, comfortable managing multiple priorities in a fast-paced hotel environment, and passionate about delivering exceptional guest and client experiences. This position works closely with Catering Sales, Banquets, Culinary, Reservations, Front Office, Housekeeping, Accounting, Revenue Management, and other hotel departments. The Nitty-Gritty : What exactly you will be doing... Duties & 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 and ensure leads are responded to and routed to the appropriate team member in a timely manner. Prepare and distribute proposals, contracts, addenda, Banquet Event Orders (BEOs), menus, and other event-related documents. Prepare, distribute, and update group resumes, ensuring all departments have accurate and current information regarding upcoming groups and events. Assist Catering Managers with maintaining accurate event details, timelines, guest counts, room setups, food and beverage selections, audiovisual requirements, and special requests. Communicate with clients to collect outstanding event details, menus, guarantees, payments, rooming lists, and other required documentation. 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 and changes to appropriate hotel departments. Participate in BEO and internal operations meetings as needed. Coordinate with Banquets, Culinary, AV, Front Office, Reservations,…