Reservations & Catering Sales Coordinator

Kalyan Hospitality•Richmond, VA

7d•$21 - $24•Hybrid

About The Position

The Reservations & Catering Sales Coordinator will have three primary areas of responsibility: University & Institutional Reservations, Catering & Event Coordination, and Sales Team Support. This role serves as the primary administrative contact for assigned university and institutional travel, supports the Sales & Catering Manager with administrative details of events, and keeps the sales process organized by managing documentation, follow-up, reservations, CRM updates, BEOs, group information, and other administrative details. While not initially responsible for independently selling catering business, there are opportunities to learn additional sales and event responsibilities and grow within the organization.

Requirements

Hospitality, hotel, sales, reservations, catering, event, or administrative experience
Experience with group reservations or room blocks
Experience with BEOs, event orders, contracts, or group resumes
Experience with university, corporate, or institutional accounts
Experience with hotel PMS or CRM systems
Highly organized and naturally detail-oriented
Comfortable managing multiple priorities and deadlines
A strong communicator who follows through
Customer-service focused
Professional, positive, and approachable
Comfortable working with both clients and internal departments
A problem solver who doesn't wait to be told there is a problem
Team-oriented and willing to jump in wherever needed
Comfortable learning new systems and technology
Interested in growing a career in hospitality sales, catering, and events

Nice To Haves

Delphi/Salesforce experience is a plus

Responsibilities

Serve as a primary point of contact for assigned VCU, University of Richmond, and other university/college departments and organizations.
Coordinate direct-bill departmental reservations and already-contracted group reservations.
Manage rooming lists, reservation changes, cancellations, extensions, special requests, and other group needs.
Assist Sales Managers with maintaining contracted room blocks.
Monitor group pickup and cutoff dates and communicate concerns to the appropriate Sales and Revenue team members.
Coordinate billing instructions, direct-bill information, tax-exempt documentation, and payment details.
Work closely with Front Office, Reservations, Revenue Management, and Sales to ensure reservations are accurate.
Maintain organized records and account history for recurring university and institutional business.
Prepare and maintain BEOs, event orders, group resumes, timelines, and other event documents.
Collect final guest counts, menu selections, guarantees, and event details.
Follow up with clients regarding outstanding information and deadlines.
Coordinate event changes and communicate them to the appropriate hotel departments.
Assist with billing information, deposits, concessions, and other event documentation.
Prepare and distribute event information to Food & Beverage, Banquets, Front Office, and other departments.
Assist with pre-event and post-event communication.
Support client needs and help ensure a seamless event experience.
Maintain CRM records, leads, accounts, activities, and event information.
Assist with proposals, contracts, correspondence, reports, and other sales documentation.
Track follow-up items, deadlines, room blocks, and outstanding information.
Assist with sales reports, forecasts, meetings, and business reviews.
Maintain accurate group histories and account files.
Support site tours, client meetings, events, and other sales activities.
Communicate information between the sales team and hotel departments.
Help identify issues before they become problems.
Assist with greeting clients and event attendees.
Assist with event registration.
Assist with basic meeting room setup.
Assist with basic AV setup.
Assist with signage and event materials.
Support Food & Beverage or Banquets during events.
Act as an additional sales-team presence during select events.
Help troubleshoot client needs.
Occasionally support business booked at other Downtown Cluster properties, including the Berkeley Hotel.
Ensure that cross-property business receives the same level of organization, communication, and service as business booked at the Graduate.