Catering & Events Coordinator

Pyramid Global Hospitality•Washington, DC

3d•Onsite

About The Position

The Catering and Events Coordinator provides administrative and operational support to the Catering and Events team, helping ensure the accurate planning, communication, and execution of meetings, conferences, social events, and other catered functions. The Coordinator serves as an important liaison among clients, event managers, and hotel operating departments, ensuring event details are accurately documented and communicated throughout the planning process. This position requires exceptional organization, attention to detail, responsiveness, and the ability to manage multiple priorities in a fast-paced hotel environment. The Catering and Events Coordinator supports the team with event documentation, Banquet Event Orders, client communication, reporting, scheduling, and other administrative and coordination needs while helping deliver a seamless experience for clients and guests. All duties are performed in accordance with hotel and department policies, practices, procedures, and service standards.

Requirements

Previous administrative, catering, events, conference services, sales, or hospitality experience preferred.
Previous experience in a full-service, upscale, luxury, convention, or conference hotel environment strongly preferred.
Experience with Marriott CI/TY or a comparable sales and catering system preferred.
Strong organizational skills and exceptional attention to detail.
Ability to manage multiple events, deadlines, requests, and competing priorities simultaneously.
Excellent written and verbal communication skills.
Strong interpersonal skills with the ability to communicate effectively with clients, hotel leaders, associates, and colleagues across multiple departments.
Demonstrated ability to anticipate needs, follow through on commitments, and maintain accuracy in a fast-paced environment.
Proficiency with Microsoft Office applications and general business technology.
Ability to exercise sound judgment and maintain professionalism when handling confidential or sensitive information.
Flexible and adaptable, with the ability to respond effectively to changing event requirements and last-minute needs.
A collaborative, service-oriented approach and demonstrated commitment to supporting both internal and external clients.
Ability to remain in a stationary position, including sitting or standing, for extended periods of time and to move throughout the hotel, meeting and event spaces, and other work areas as needed.
Ability to frequently use hands and fingers to operate computers, keyboards, telephones, and other office equipment and to handle, grasp, carry, and manipulate documents, materials, and other work-related items.
Ability to occasionally stoop, bend, reach, crouch, kneel, and perform other physical movements necessary to access materials, equipment, files, and work areas.
Ability to lift and carry work-related materials and equipment weighing up to 25 pounds and to push or pull materials as necessary to perform the essential functions of the position.
Visual ability sufficient to read and work with computer screens, electronic systems, Banquet Event Orders, contracts, reports, event diagrams, and other written materials.
Hearing ability sufficient to communicate effectively in person, by telephone, and in meetings, event spaces, and other work environments.
Ability to communicate verbally and be understood in interactions with associates, guests, clients, vendors, and other business partners.
Ability to perform the essential functions of the position safely and effectively, with or without reasonable accommodation.

Responsibilities

Provide administrative and coordination support to the Catering and Events team throughout the event planning process.
Serve as a professional point of contact for clients, responding to inquiries, coordinating requests, and directing matters to the appropriate Catering or Event Manager as needed.
Prepare, review, revise, and distribute Banquet Event Orders (BEOs), ensuring event information is complete, accurate, and communicated to appropriate hotel departments.
Assist with detailing confirmed events, including meeting room requirements, food and beverage arrangements, audiovisual needs, timelines, special requests, amenities, and other event specifications.
Prepare and distribute group resumes, event schedules, change logs, daily event information, and other documents necessary for successful event execution.
Coordinate event updates and revisions, ensuring changes are communicated accurately and promptly to Banquets, Culinary, Stewarding, Front Office, Reservations, Housekeeping, Engineering, Audio Visual, Accounting, and other affected departments.
Assist in obtaining and documenting final event details, including attendance guarantees, menu selections, room setups, timing, billing instructions, special dietary requirements, and other client specifications.
Support coordination of group room blocks, rooming lists, reservation requirements, amenities, VIP arrangements, and other group-related needs as applicable.
Maintain accurate and current client, group, and event information within Marriott CI/TY and other applicable hotel systems in accordance with department standards.
Maintain organized electronic and physical event files, correspondence, contracts, BEOs, and supporting documentation.
Assist with preparing proposals, contracts, menus, event materials, information packets, and client correspondence as needed.
Generate departmental reports, assemble event materials, and maintain accurate records to support the Catering and Events team.
Coordinate and schedule client meetings, site visits, planning meetings, tastings, internal meetings, and other event-related appointments as requested.
Assist Catering and Event Managers in preparing for pre-convention meetings, resume meetings, BEO meetings, and other operational planning meetings.
Proactively follow up on outstanding event information and deadlines to help ensure details are finalized and communicated in a timely manner.
Support Event Managers in monitoring upcoming programs and identifying missing information, conflicting details, or potential operational concerns requiring follow-up.
Communicate professionally and promptly with clients throughout the planning process, providing a high level of responsiveness and service.
Build strong working relationships with hotel operating departments and promote effective communication and collaboration across teams.
Assist with event-day needs as requested, including communicating last-minute changes and helping ensure client requests are directed to the appropriate operational team.
Proactively seek feedback and communicate opportunities or concerns to appropriate departments to support seamless event execution and an elevated guest experience.
Maintain a high level of accuracy and attention to detail when handling event specifications, contractual information, billing instructions, and client requests.
Protect confidential client, guest, associate, and hotel information and exercise appropriate discretion in all communications.
Demonstrate fiscal responsibility by using hotel resources thoughtfully and identifying opportunities to improve efficiency without compromising the client or guest experience.
Contribute to a positive, collaborative workplace characterized by professionalism, respect, inclusion, teamwork, and accountability.
Consistently support exceptional service standards and seek opportunities to enhance the client and guest experience.
Perform other duties and responsibilities as assigned.