Sales and Catering Coordinator

Job Summary

The Catering and Sales Coordinator role is a dynamic position that requires a unique blend of sales, customer service, and event planning skills. As a key member of the Lodging Dynamics team, you will be responsible for selling and detailing small catering events at our campus hotels, as well as providing additional support to the Sales Team.

Key Responsibilities

• Coordinate the sale and guest interaction with the booking of guestrooms, catering services, and banquet facilities as directed by the Area Director of Sales, Assistant Director of Sales, or Sales Managers.
• Negotiate and finalize contract and banquet event orders by meeting with clients.
• Research competing hotels and event spaces, prospect, and network to surface business opportunities.
• Review and adjust catering menus and prices with the General Manager and Area Director of Sales at minimum twice a year.
• Sell to fill needed dates for guest rooms and meeting space.
• Attend daily and weekly Sales meetings.
• Provide administrative support to the Sales team.
• Maintain accurate records of sales activities and customer information.
• Coordinate with clients to gather information and update them on the status of their groups and events.
• Ensure timely delivery of information to clients and follow up on any issues that may arise.
• Follow up with clients after each function to ensure satisfaction.
• Collaborate with other departments, such as Front Desk, Housekeeping, and Maintenance, to ensure a smooth sales and catering process.
• Create welcome letters for arriving VIPs and corporate accounts.
• Communicate and assign rooms for site and events occurring at the hotel to all departments.
• Review group pick-up reports and release rooms past the cut-off date.
• Groups resume for packets to be completed each week.
• Award points to groups through group posting tools.
• Verify that groups going to the master have sufficient funds to cover their stay.
• Build room group blocks in Delphi and PMS systems.
• Answer phone calls and group inquiries.
• Perform site tours.
• Create contracts and proposals.
• Email rooming lists to clients.
• When applicable, assist the Sales team with prospecting and gathering contact lists.
• Create flyers as needed.
• Perform shop calls as requested.
• Schedule and attend off-property site tours.
• Prepare invoices for prepayment groups.
• Update forecasted and blocked rooms in Delphi after group cut-off date.
• Enter group pick-up into Delphi after group departure.
• Collect advance deposits.
• Process cancellations.
• Review group billing after group departure.
• Prepare 'Thank You' letters.
• Complete all required Company training and compliance courses as assigned.
• Adhere to Company standards and maintain compliance with all policies and procedures.
• Perform other related duties as assigned.

Requirements

• High school diploma or equivalent.

Experience

• 1 year of catering, meetings, and events sales experience required.
• No supervisory experience required.

Licenses and Certifications

• This position does not require licenses or certifications.

Skills and Abilities

This position requires the capability to understand and follow both oral and written directions, as well as knowledge and usage of correct business English and office practices. Must be able to communicate effectively with others, analyze and resolve problems, maintain effective working relationships, and interact successfully with internal and external customers.

• Computer proficiency in Google Workspace.
• Computer proficiency in Microsoft Word and Excel.
• Excellent customer service skills.
• Proficient in time management; the ability to organize and manage multiple priorities.
• Ability to take initiative and effectively adapt to changes.
• Able to establish and maintain a cooperative working relation.
• Able to use sound judgment; work independently, with minimal supervision.
• Strong analytical and problem-solving skills.
• Performs well with frequent interruptions and/or distractions.
• Basic math skills.

Travel Requirements

• No travel required.

Physical Demands

• Standing: Particularly for sustained periods of time.
• Walking: Moving about on foot to accomplish tasks. Specifically, for long distances or moving from one work site to another often.
• Pushing: Using upper extremities to press against something with steady force in order to thrust forward, downward, or outward.
• Pulling: Using upper extremities to exert force in order to draw, haul, or tug objects in a sustained motion.
• Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. Specifically, if it occurs to a considerable degree and requires substantial use of upper extremities and back muscles.
• Grasping: Applying pressure to an object with the fingers and palm.
• Talking: Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.
• Hands to Fingers: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Repetitive Motion: Substantial movements (motions) of the wrists, hands, and/or fingers.
• Close Vision: Clear vision at 20 inches or less. Required to perform an activity such as preparing and analyzing data, transcribing, viewing a computer terminal, extensive reading or visual inspections.
• Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a minor amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Work Environment

• None: No exposure to adverse environmental conditions (typical office/administrative setting).

Disclaimer

This job description indicates, in general terms, the type and level of work performed as well as the typical responsibilities of team members in this classification. The duties described are not to be interpreted as being all-inclusive to any specific team member. Nothing in this job description changes the at-will employment relationship existing between the Company and team members.

The Essential Job Functions, Physical Requirements, and Work Environment characteristics described are representative of those that must be met to successfully perform the essential functions of this job. Management reserves the rights to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified team members can perform the essential functions of the job.

About Lodging Dynamics Hospitality Group: Lodging Dynamics Hospitality Group is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. Lodging Dynamics does not discriminate based on disability, veteran status, or any other basis protected under federal, state, or local laws. Lodging Dynamics Hospitality Group is based in Provo, Utah and is a nationally recognized, award-winning operator of premium-brand, select service, and extended-stay hotels, and one of a few third-party operators approved by Marriott and Hilton. The Company has managed hotels in the Marriott, Hilton, Hyatt, and IHG premium-brand families. For more information, visit www.lodgingdynamics.com.

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