Banquet Administrative Coordinator

HEI Hotels & Resorts•The Woodlands, TX

6d•Onsite

About The Position

The Banquet Administrative Coordinator provides administrative, financial, and operational support to the Banquet Department. This position is responsible for the daily reconciliation of banquet checks between the property’s POS system and event management system, ensuring that all banquet revenue, charges, payments, adjustments, and event details are accurate and properly accounted for. The position requires a high level of attention to detail, organization, confidentiality, and follow-through. The Banquet Administrative Coordinator works closely with Banquet Operations, Catering & Conference Services, Food & Beverage, Finance, and other departments to identify and resolve discrepancies and ensure accurate and timely financial reporting.

Requirements

Previous administrative, accounting, banquet, catering, or hospitality experience preferred.
Strong attention to detail and accuracy.
Excellent organizational and time-management skills.
Strong Microsoft Office skills, particularly Excel.
Ability to work with POS and event management systems.
Strong analytical and problem-solving skills.
Ability to identify discrepancies and research transactions to determine the cause.
Strong written and verbal communication skills.
Ability to handle confidential financial and guest information.
Ability to prioritize multiple tasks and meet daily deadlines.
Previous hotel or resort banquet experience strongly preferred.

Nice To Haves

Hotel or resort banquet operations
POS systems
Event management/BEO systems
Daily revenue reconciliation
Microsoft Excel
Hotel accounting or financial reporting
Catering and conference services

Responsibilities

Daily Banquet Revenue Reconciliation: Reconcile all banquet checks from the POS system against the event management system on a daily basis. Verify that all events that took place have been properly closed and charged. Compare banquet checks, BEO/event details, and POS transactions to ensure accuracy. Verify food, beverage, rental, labor, service charge, gratuity, and other applicable charges. Identify discrepancies between the POS and event management system and research the cause. Coordinate with Banquet Captains, Managers, Catering/Conference Services, and Finance to correct discrepancies. Verify that all adjustments, discounts, voids, transfers, comps, and corrections are properly documented and authorized. Ensure checks are assigned to the correct event, outlet, revenue center, and payment method. Confirm that all applicable service charges, taxes, gratuities, and other fees have been accurately posted. Prepare and maintain a daily reconciliation report showing discrepancies and resolution status. Escalate unresolved discrepancies to the appropriate manager or Finance team.
Event and Banquet Administration: Review completed BEOs and event documentation for accuracy and completeness. Ensure final event charges are consistent with the contracted event details and approved changes. Assist with finalizing banquet checks and event financial documentation. Maintain organized electronic and paper files for completed events and supporting documentation. Track missing signatures, approvals, or required supporting documents. Assist with event close-out processes and ensure documentation is completed in a timely manner. Support the Banquet Department with administrative tasks, reports, data entry, and correspondence.
Financial Controls: Maintain strict attention to cash-handling and revenue-control procedures. Ensure all banquet revenue is properly recorded and supported by documentation. Monitor for unusual or inconsistent transactions and bring concerns to management's attention. Assist Finance with month-end banquet reconciliation and research of outstanding items. Maintain confidentiality of financial, guest, employee, and business information. Follow all resort, brand, and company policies related to financial controls and revenue reporting.
Communication & Department Support: Communicate daily reconciliation issues and outstanding items to Banquet leadership. Work collaboratively with Finance, Catering, Conference Services, Food & Beverage, and Operations. Provide administrative support to the Director of Banquets and banquet leadership team. Assist with preparing departmental reports, spreadsheets, and tracking documents. Respond professionally and promptly to internal requests for event and financial information. Maintain a high level of organization in a fast-paced resort environment.