Catering & Event Services Coordinator

Royal Sonesta Capitol Hill Washington, District of Columbia 20001

11d•$28 - $29•Onsite

About The Position

The Catering & Event Services Coordinator supports the Catering and Events team by providing administrative, operational, and client-service assistance for group, meeting, and social event bookings. This role ensures accurate communication between sales, operations, culinary, and clients, contributing to seamless event execution and guest satisfaction.

Requirements

High school diploma required; associate or bachelor’s degree in hospitality preferred.
Strong organizational, time-management, and multitasking skills.
Excellent written and verbal communication.
High proficiency in Microsoft Office; familiarity with hotel sales systems preferred.
Ability to remain calm, professional, and detail-oriented in a fast-paced environment.
Customer-service focused; able to build positive client relationships.
Ability to sit, stand, and walk for extended periods.
Occasional lifting of up to 25 lbs (event materials, binders, signage).

Nice To Haves

Previous experience in hotel sales, banquets, or administrative support is a plus.

Responsibilities

Assist Catering, Events and Convention Services Managers with preparing proposals, contracts, banquet event orders (BEOs), resumes, and addendums.
Maintain event files, group blocks, and documentation in the hotel’s sales system (e.g., Delphi, Opera).
Manage incoming inquiries, distribute leads, and provide follow-up to clients as directed.
Prepare and distribute daily, weekly, and monthly reports (BEO packets, group summaries, trace reports, etc.).
Serve as a point of contact for clients for basic questions, document updates, and scheduling.
Coordinate site tours, tastings, and client meetings.
Assist with gathering menu selections, AV needs, room setups, and event details.
Support onsite event needs such as signage, place cards, menu cards, and welcome materials.
Ensure accurate and timely communication of event details to Banquet, Culinary, Front Office, Housekeeping, and other internal departments.
Distribute final BEOs and event materials to operational teams.
Assist in resolving client concerns or last-minute changes in collaboration with managers.
Assist with event setup, check-ins, and administrative duties during peak periods.
Update reader boards, digital signage, and communication boards as assigned.
Maintain inventory of office supplies, event materials, and collateral.
Assist with preparing banquet checks, tracking deposits, and processing billing corrections.
Assist with conducting post-event follow-up: distribute invoices, close files, and track payments.