Sales and Catering Coordinator
Sales and Catering Coordinator
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Job Description
The Sales & Catering Coordinator supports the Sales and Catering Department in executing sales initiatives coordinating events and delivering exceptional service to clients and guests. This role assists the Director of Sales Director of Catering and Sales Managers by maintaining accurate records preparing reports coordinating group blocks supporting catering functions and ensuring smooth communication between clients and hotel departments. The position plays a vital role in driving revenue enhancing guest satisfaction and upholding Hilton standards.
Essential Duties and Responsibilities
Sales & Administrative Support
- Assist Sales and Catering Managers with correspondence proposals contracts agreements and Banquet Event Orders (BEOs).
- Maintain accurate client group and event records in Delphi/PEP or equivalent Hilton CRM tools.
- Track group room blocks cutoff dates event details and special requests to ensure accuracy.
- Prepare weekly monthly and quarterly sales and catering reports as requested.
- Manage the departments record retention program and create/update templates and forms.
- Generate and distribute weekly event calendars forecasts and departmental reports across all properties.
Client Relations
- Serve as a key point of contact for sales and catering clients responding to requests and ensuring a seamless guest experience.
- Courteously answer calls greet visitors and respond promptly to client inquiries.
- Support site visits client meetings and property tours with a professional presentation of Hilton services.
- Coordinate with clients regarding billing deposits contracts event details and post-event follow-up including thank-you cards.
Event & Group Coordination
- Type and distribute Banquet Event Orders (BEOs) and coordinate signage for events.
- Assist in coordinating group reservations rooming lists and event requirements with Front Office Housekeeping Banquets and Food & Beverage teams.
- Monitor group pickup and communicate updates to Sales Managers and Revenue teams.
- Audit weekly events and ensure accurate catering details are shared with operating departments.
- Assist the Banquet team with occasional room setup or breakdown when necessary.
Systems & Reporting
- Create accounts bookings and contacts for event clients in Delphi.
- Manage Delphi and Meeting Simplified system configurations including property details menus pricing function rooms templates and classifications across multiple hotels.
- Build and maintain forecasting templates including detailed revenue tracking (food beverage AV and rental).
- Generate credit card authorization links PM accounts and billing folios; reconcile and finalize invoices for clients.
Internal Collaboration
- Liaise with the Front Office Catering Housekeeping and Food & Beverage teams to ensure flawless execution of group and event requirements.
- Communicate changes updates and client requests promptly to all relevant departments.
- Assist with preparing materials for sales meetings revenue meetings and brand audits.
Hilton Brand Compliance & Standards
- Uphold Hilton Garden Inns brand standards in all client interactions documentation and event coordination.
- Assist in implementing Hilton corporate sales initiatives and promotions.
- Maintain a professional image ensuring that all proposals contracts and client-facing materials reflect Hiltons quality standards.
Qualifications
- Minimum 12 years of sales catering or hotel operations experience (hospitality experience strongly preferred).
- Proficiency in Microsoft Office Suite; experience with Hilton systems (Delphi/PEP Meeting Simplified) preferred.
Skills & Abilities
- Strong organizational and time management skills with exceptional attention to detail.
- Excellent written and verbal communication skills.
- Ability to multitask and work effectively in a fast-paced environment.
- Strong customer service and problem-solving abilities.
- Team-oriented mindset with ability to work independently when needed.
Work Environment
- Position requires flexibility in schedule including occasional evenings weekends and holidays based on business needs.
- Professional business attire is required consistent with Hilton Garden Inn standards.
Required Experience:
IC
Employment Type
Full-Time
