Job Description
Job Description
About the Role:
We are currently seeking a talented, highly motivated professional candidate to join our team here in paradise!
The Sales & Catering Coordinator provides critical administrative and operational support to the Sales & Catering team. This role is responsible for the accurate management and execution of group room blocks, reservations, rooming lists, and catering events across hotel systems, while supporting revenue strategies and ensuring a seamless experience for group clients.
Minimum Qualifications:
- High school diploma or equivalent.
- Proven experience in a sales support or coordination role.
- Strong proficiency in Microsoft Office products, particularly Excel and PowerPoint.
Preferred Qualifications:
- • Prior hotel sales or catering experience preferred
• Working knowledge of OnQ Systems, PEP, and Delphi preferred
• Strong organizational skills with exceptional attention to detail
• Ability to prioritize and manage multiple tasks in a fast-paced environment
• Strong written and verbal communication skills
• Proficiency in Microsoft Excel and Microsoft Office applications
• Ability to learn and navigate multiple hotel systems
• Ability to work flexible schedules, including weekends and holidays, as business needs require
Responsibilities:
- Provide administrative and operational support to the Director of Sales & Marketing and Sales & Catering Managers
- Create, maintain, modify, and reconcile BEOs, banquet checks, group room blocks, and reservations
- Enter and manage group room blocks in OnQ R&I and Delphi within required timelines
- Process group rooming lists accurately and within 24 hours of receipt
- Monitor group pickup, cutoff dates, and inventory changes; communicate trends to Sales and Revenue leadership
- Assist with forecasting and inventory balancing related to group business
- Pre-block guest rooms, suites, connecting rooms, and specialty room requests; assist with VIP and amenity coordination
- Ensure accurate group billing, routing, and master account setup in coordination with Accounting
- Maintain complete and organized group files including contracts, group resumes, BEOs, banquet checks, and client documentation
- Attend internal meetings including resume meetings, pre-convention meetings, group pickup meetings, and sales meetings
- Assist with the setup and execution of internal events, short-term bookings, and special projects as needed
- Post social media updates and schedule marketing activations as directed
Physical & Work Environment Requirements
- Ability to sit for extended periods while working at a computer
- Ability to lift and carry items up to 25 lbs as needed
- Ability to work effectively in a high-volume, deadline-driven environment
Why Join Our Team
- Opportunity to grow within a respected hospitality organization
- Exposure to Sales, Catering, Revenue Management, and Hotel Operations
- Collaborative team environment with strong leadership support
Skills:
The required skills for this role, such as multitasking abilities and proficiency in Microsoft Office products, are essential for managing the diverse tasks that arise daily. The Sales Coordinator will utilize their sales coordination experience to streamline processes and enhance communication within the sales team. Working in a fast-paced environment requires adaptability and quick decision-making, ensuring that client needs are met promptly. Strong organizational skills will help maintain accurate records and facilitate efficient sales order processing. Preferred skills, such as knowledge of sales accounting, will further enhance the candidate's ability to contribute to the financial aspects of the sales department.