Catering Sales Coordinator

West Hills Country Club offers a unique golf experience, elegant facilities, and exceptional service. Located in the beautiful Hudson Valley in Middletown, NY, our venue is renowned for hosting memorable and special events. With personalized menu options and a commitment to luxury, West Hills Country Club is the premier choice for those seeking an unforgettable experience.

Salary Range:

$ $26.00 per hour

Job Overview:

As a Catering Sales Coordinator, your primary goal is to book events and drive revenue for Bonura Hospitality Group. You will engage in in-person meetings with prospective clients, provide guided tours of our facility, present package options, follow up on sales calls, and successfully close contracts for events. Additionally, you will assist in the execution of events based on operational needs and available time. This role also encompasses varied administrative responsibilities that may change on a weekly basis.

Essential Job Functions:

• Conduct both in-person and virtual private and group sales tours.
• Secure event bookings by developing agreements and deposit requests, aiming to convert at least 50% of initial inquiries to booked events.
• Proactively work to achieve personal and team sales goals.
• Receive leads through phone calls, emails, in-person interactions, and referrals, ensuring adherence to lead management protocols.
• Conduct menu visits, following suggestive selling training guidelines.
• Schedule and conduct final visits, inventorying and detailing final arrangements for the operations team. Provide updated event counts to the operations, kitchen, and management teams after distributing final counts.
• Deliver accurate and timely information to clients, vendors, management, and planners.
• Maintain an up-to-date event details book.
• Assist in booking and executing holiday events (e.g., Mother's Day, New Year's Eve, Easter, Thanksgiving, Tastings).
• Demonstrate expertise in all event packages, room details, and venue rules.
• Cross-sell other Bonura Hospitality locations.
• Follow the social media calendar, creating marketing materials such as blogs, live videos, postings, stories, etc.
• Ensure 100% customer satisfaction.
• Uphold a professional business image, including maintaining the cleanliness of the catering hall, adhering to proper uniform standards, and presenting a polished appearance.
• Resolve guest complaints promptly and effectively.
• Foster a healthy working environment based on mutual respect, camaraderie, accountability, and merit-based rewards.
• Greet guests and direct them to the correct event location, ensuring their comfortable wait.
• Schedule and confirm appointments using the sales calendar.
• Enter new leads into the lead manager system, distribute leads to the sales team, and maintain an empty sales inbox.
• Answer incoming calls and assist callers with their needs.
• Greet walk-ins, provide information on packaging, schedule formal tours, and address inquiries.
• Accept and process payments, generating updated invoices for clients as needed.
• Assemble wedding packages and promotional materials.
• Attend and actively participate in sales meetings.
• Ensure proper set-up of menus and final packets for menu and final visits.
• Support the sales assistant by providing consistent training on procedures and protocols.
• Complete assigned daily, weekly, and monthly office paperwork.

Required Qualifications:

• 2+ years in the service industry (restaurants, clubs, hotels, or other customer-facing hospitality roles).
• Positive, proactive mindset with a desire to contribute to the growth of the business.
• Strong communication skills and professional demeanor.
• Willingness to work evenings, weekends, and holidays as needed.

Preferred Qualifications:

• Direct catering sales or event coordination experience.
• Administrative experience (scheduling, document preparation, CRM, billing, event reporting).
• Experience creating Banquet Event Orders (BEOs).
• Familiarity with CRM/event management software.
• Prior experience in country clubs, private clubs, or banquet facilities.
• Bachelor's degree in hospitality, business, or related field.

Additional Information:
 
The day-to-day responsibilities of the Catering Sales Coordinator may be expanded upon as determined by the owners, General Manager, or Sales Director to meet the operational needs of the business.

Physical Requirements:

• Ability to withstand temperatures ranging from 0 degrees Fahrenheit or less to 100 degrees Fahrenheit or higher for periods of 30 minutes or more.
• Agility to move quickly throughout a crowded restaurant for extended periods (up to 12 hours per day).
• Capability to lift and move objects weighing up to 50 lbs. over distances of up to 100 ft.
• Proficiency in understanding and responding to verbal requests and visual cues from employees and guests in a loud and busy environment.

Personal Characteristics:

The following qualities are essential for success in the Catering Sales Coordinator role:

• Leadership, planning, and change management abilities.
• Empathy towards clients' needs.
• Passion for the work or a willingness to become fully immersed.
• Confident initiative.
• Strong organizational, time management, communication, and negotiation skills.

Education Requirements:

• A high school diploma is required, and a bachelor's degree is preferred. However, relevant experience may compensate for the absence of a degree.
• Special consideration will be given to candidates with a course concentration in hospitality, management, and/or general business.
• Must be 18 years of age or older.

If you are enthusiastic about driving revenue, delivering exceptional service, and being part of a dynamic team, we invite you to apply for the Catering Sales Coordinator position at West Hills Country Club. Join us in creating unforgettable experiences for our clients and making their special events truly remarkable.