Sales and Catering Coordinator

Tandem Hospitality Group•Lexington, KY

About The Position

The Sales and Catering Coordinator provides administrative, sales, and operational support to a hotel's Sales and Catering departments. The role coordinates group bookings, prepares proposals and contracts, manages event details, maintains accurate sales records, enters group and airline rooming lists into the property management system, and facilitates communication between clients and hotel departments. The coordinator supports guest satisfaction and revenue growth, helping ensure meetings, banquets, weddings, and other catered events run smoothly from initial inquiry through completion. The position supports sales activities by responding to inquiries, preparing sales materials, maintaining prospect and client records, arranging tours, assisting with reports, and providing administrative support to the Director of Sales and Sales Managers. It also coordinates event requirements with clients and hotel teams, prepares and distributes event documentation, tracks deadlines and financial documentation, assists with billing coordination and post-event follow-up, and identifies opportunities to promote hotel offerings. A professional, service-focused approach and compliance with hotel policies, brand standards, and procedures are expected.

Requirements

High school diploma or equivalent required.
Strong written and verbal communication skills.
Excellent organizational skills and attention to detail.
Ability to manage multiple events, deadlines, and priorities simultaneously.
Proficiency in Microsoft Office applications, including Outlook, Word, and Excel.
Strong customer service, problem-solving, and interpersonal skills.
Ability to work independently while collaborating effectively with multiple departments.
Ability to work a flexible schedule when business demands require, including occasional evenings, weekends, and holidays.
Ability to walk throughout the hotel and inspect event spaces as needed.
Ability to lift or move light materials and event documents as reasonably required, with or without reasonable accommodation.

Nice To Haves

Associate or bachelor's degree in hospitality, business, or a related field.
Previous experience in hotel sales, catering, event coordination, hospitality, or administrative support.
Experience with hotel property management systems or sales and catering software.

Responsibilities

Respond promptly and professionally to sales inquiries, telephone calls, and email requests.
Assist with preparing sales proposals, contracts, room block agreements, and event estimates.
Maintain accurate records of leads, prospects, definite business, and lost business.
Assist with prospecting, client follow-up, and solicitation of new group and catering business.
Schedule property tours, client appointments, and site inspections.
Maintain client profiles, account information, and sales files in the hotel's sales and catering systems.
Assist with preparing sales reports, pace reports, forecasts, and other departmental reporting.
Support the Director of Sales and Sales Managers with client correspondence, presentations, and administrative projects.
Enter group and airline rooming lists into the property management system in support of the Front Office.
Coordinate meetings, banquets, weddings, social events, corporate functions, and other catered events.
Prepare and distribute Banquet Event Orders, event resumes, and function sheets accurately and on time.
Communicate event requirements, room setups, menus, audiovisual needs, timelines, and special requests to appropriate departments.
Coordinate with Food and Beverage, Banquets, Culinary, Front Office, Housekeeping, and Engineering to ensure event readiness.
Assist clients with menu selections, room arrangements, event schedules, and other planning requirements.
Review event details with clients before arrival and communicate changes to hotel teams.
Assist with event inspections and provide on-site event support as assigned.
Help ensure event details are delivered according to signed agreements and client expectations.
Prepare final event documentation and assist with post-event follow-up.
Maintain accurate information in the hotel's property management system, sales and catering system, and other required platforms.
Track deposits, payment deadlines, rooming lists, guarantees, and other event-related documentation.
Assist with billing review, client invoicing coordination, and post-event account reconciliation.
Monitor deadlines for menus, guarantees, rooming lists, contracts, and other client deliverables.
Help identify opportunities to upsell food and beverage packages, meeting space, audiovisual services, guest rooms, and other hotel offerings.
Protect confidential client, financial, and hotel information.
Ensure compliance with hotel policies, brand standards, and established procedures.
Build and maintain positive relationships with clients, meeting planners, vendors, and hotel associates.
Respond to client questions and concerns in a timely manner and provide professional solutions.
Anticipate client needs and clearly communicate special requests to hotel operating departments.
Maintain a professional, service-focused approach throughout sales and event planning.
Support a consistent, positive client experience and the hotel's reputation.