Catering Coordinator

Auberge Collection • Dallas, TX

5d

About The Position

The Catering Coordinator provides administrative, sales and operational support to Catering Sales and Event Services, helping manage client information, proposals, contracts, banquet event orders (BEOs), event updates, reporting and departmental communications. The position focuses primarily on catering and social events, while also supporting group business and helping establish processes and standards for smooth operations and exceptional client experiences at The Knox, Auberge Collection.

The coordinator supports client correspondence, proposals, contracts, meetings, site visits, tastings, sales materials and departmental communications. The role maintains files, calendars, templates and procedures; tracks documents, deadlines and approvals; and prepares, updates and distributes BEOs, group resumes, event diagrams and supporting documents. It processes approved changes in Delphi or another designated system and coordinates event updates with relevant teams.

The position also assists with lead and booking records, inquiry follow-up, contracts, sales reports and event turnover documentation; coordinates client appointments; and works with Group Sales and Reservations on guest room details as needed. Additional work includes helping establish pre-opening workflows, templates, BEO standards, reporting tools and training, as well as other duties as assigned.

Requirements

• At least one year of administrative, sales coordination or hospitality experience.
• Strong organization, attention to detail, communication and interpersonal skills.
• Ability to manage competing priorities, meet deadlines and maintain accurate records in a fast-paced setting.
• Proficiency in Microsoft Outlook, Word, Excel and PowerPoint.
• Willingness to learn hotel sales systems, processes and reporting tools.
• Professional, service-oriented approach suited to luxury hospitality.
• Discretion when handling confidential information.
• Ability to work effectively with clients, colleagues and hotel leadership.

Nice To Haves

• Hotel or event experience.
• Delphi or similar system experience.
• Experience with hotel catering, event or group sales, conference services, hotel contracts, proposals, banquet event documents or food and beverage pricing.
• Experience with Opera or similar property management systems, hotel openings, or Forbes or LQA standards.
• A relevant bachelor’s degree or equivalent experience.

Responsibilities

• Provide administrative and organizational support to Catering Sales and Event Services, including client correspondence, proposals, contracts, meetings, site visits, tastings, sales materials and departmental communications.
• Maintain accurate files, calendars, templates and procedures, and track key documents, deadlines and approvals.
• Prepare, update and distribute BEOs, group resumes, event diagrams and supporting documents.
• Process approved changes in Delphi or the designated system, maintain current event files and coordinate updates with relevant teams.
• Assist with lead and booking records, inquiry follow-up, contracts, sales reports and event turnover documentation.
• Coordinate client appointments and work with Group Sales and Reservations on guest room details as needed.
• Help establish pre-opening workflows, templates, BEO standards, reporting tools and training.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed