Catering & Sales Coordinator

Ameristar Casino Resort Spa St. Charles • St. Charles, MO

9d

About The Position

The Catering & Sales Coordinator provides on-site group support and handles administrative processes and support functions for the Sales & Catering Department. The role supports meetings, conferences, special events, and internal events by coordinating guest service, communicating group needs across property departments, and helping ensure contracted arrangements and Banquet Event Order (BEO) details are carried out as planned.

The coordinator also manages departmental documentation, reporting, office operations, and sales support. Duties may include maintaining accurate event records in Delphi and other systems, preparing proposals and event documents, assisting with group reservations, auditing banquet and account information, and preparing final invoices. The position requires courteous, professional interactions with guests, clients, business associates, and company personnel, along with adherence to property policies and procedures.

Responsibilities

• Welcome groups and direct guests for meetings, conferences, and special events.
• Serve as a guest service liaison by addressing guest opportunities and resolving service issues.
• Inspect meeting rooms before guest arrival to confirm BEO specifications and event details have been executed accurately.
• Coordinate with property departments to fulfill group and event contacts’ requests.
• Obtain guest and client feedback about event quality, service standards, and overall satisfaction.
• Participate in client planning meetings with Event Managers and help communicate client needs throughout the property.
• Coordinate with Banquets, Culinary, Hotel Operations, and other departments to execute contracted arrangements and event details.
• Service and detail conference center groups and internal events as assigned.
• Answer and direct incoming sales office calls and greet clients.
• Maintain a clean and hospitable office environment.
• Use Amadeus Advanced Sales & Catering Software (Delphi) for departmental tasks such as menu editing, report creation, auditing, and accounting tasks.
• Create file folders for group bookings during turnover; review signed contracts against Delphi for accuracy; and distribute completed files to department leadership for manager assignment.
• Prepare and distribute daily, weekly, and monthly reports, including daily BEO distribution, Change Log, 30-day reports, productivity reports, encore reports, missing BEO and resume audits, and hotel cutoff reports.
• Maintain an accurate BEO Book and document activities, changes, and client and departmental communications in Delphi and other designated systems.
• Support the Sales team with proposals, resumes, and solicitation letters for prospective, current, and past clientele.
• Complete group resumes, group information sheets, post-conference reports, and other event documentation.
• Assist with or direct special projects such as sales calls, sales blitzes, trade shows, and familiarization tours.
• Perform word processing, spreadsheet, filing, and copying duties, including creating or printing tickets, menu cards, and gift certificates.
• Create files and maintain office filing systems; keep the Sales Office Storage area organized and clean.
• Sort and distribute incoming departmental mail and ensure prompt delivery of outgoing mail and special delivery packages.
• Assist in preparing or mailing in-house direct mail pieces; print menus, assemble menu packets, and maintain sales collateral levels.
• Coordinate requested special accommodations and amenities for incoming group guests.
• Maintain strict confidentiality of Sales team, client, and company information.
• Maintain courteous and professional relationships with business associates and company personnel, and maintain knowledge of property amenities, promotions, services, and offerings.
• Follow department and property policies and procedures, including standards for conduct, attendance, appearance, confidentiality, safety, guest service, and sanitation.
• Audit Delphi banquet checks against POS banquet checks, and instruct teams to correct errors when they occur.
• Audit Group Master Account information for accuracy, including hotel room, banquet, and ancillary property charges; prepare final group invoices with supporting documentation and submit them to the appropriate Manager for approval.
• Assist with group reservations, which may include creating group masters, entering rooming lists, and preparing pickup reports for the Sales team.
• Set up ResTrip and/or Passkey for groups with rooms, audit LMS against Delphi, and handle room-specific reservation requests as needed.
• Perform other duties as assigned.

What This Job Offers

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