Catering & Sales Coordinator

Boyd Gaming•Saint Charles, MO

10d•$16 - $19

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 group and event contacts, coordinates with property departments to fulfill guest needs, helps ensure events follow contracted arrangements and Banquet Event Order (BEO) specifications, and assists the Sales team with documentation, reporting, client materials, and special projects. The coordinator also maintains departmental records and office organization, supports guest service, and may assist with banquet and group-account audits, final invoices, and group reservations.

Requirements

Functional knowledge of Amadeus Advanced Sales & Catering Software (Delphi).
Ability to maintain confidentiality of Sales team, client, and company information.
Ability to maintain courteous and professional relationships with business associates and company personnel.
Ability to comply with department and property policies and procedures, including guest-service, safety, and sanitation requirements.

Responsibilities

Welcome groups and direct guests for meetings, conferences, and special events.
Serve as a guest-service liaison, handle guest opportunities, and resolve service issues throughout the conference center.
Inspect meeting rooms before guest arrival to verify BEO specifications and event details have been executed accurately.
Coordinate with property departments as the on-property liaison for group and event contacts to fulfill guest and group requests.
Obtain feedback from guests and clients 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 property 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, greet clients, and maintain a clean, hospitable office environment.
Use Amadeus Advanced Sales & Catering Software (Delphi) for departmental tasks, including menu editing, report creation, auditing, and accounting tasks.
Create files 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 and Change Log, 30-day and productivity reports, encore reports, missing BEO and resume audits, and hotel cutoff reports; maintain the BEO Book.
Accurately document activities, changes, and client and departmental communications in Delphi and other designated systems.
Support the Sales team in preparing proposals, resumes, solicitation letters, group resumes, group information sheets, post-conference reports, and other event documentation.
Assist and direct special projects, including sales calls, sales blitzes, trade shows, and familiarization tours.
Perform word processing, spreadsheet, filing, and copying tasks for the team, including creating and 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, arrange prompt delivery of outgoing mail and special-delivery packages, and assist with preparing or mailing in-house direct-mail pieces.
Print menus, assemble menu packets, and maintain sales collateral levels.
Coordinate special requests and amenities for incoming group guests as requested by the team.
Maintain strict confidentiality of Sales team, client, and company information.
Maintain courteous and professional relationships with business associates and company personnel.
Maintain knowledge of property amenities, promotions, services, and offerings to support guest needs and help retain business.
Follow department and property policies and procedures, including standards for conduct, attendance, appearance, confidentiality, safety, guest service, and sanitation.
Perform other duties as assigned, which may include auditing Delphi banquet checks against POS banquet checks and directing teams to correct errors.
Audit group master account information for accuracy, including hotel room, banquet, and ancillary property charges.
Prepare final group invoices with supporting documentation after audits and send them to the appropriate manager for approval.
Assist with group reservations, including creating group masters, entering rooming lists, preparing pickup reports, setting up ResTrip and/or Passkey for groups with rooms, and auditing LMS against Delphi for accuracy and other room-specific reservation requests.