Sales and Catering Coordinator

Horseshoe Canyon Ranch•Jasper, AR

4d•Onsite

About The Position

As the Sales and Catering Coordinator, you will support sales and catering teams in planning, coordinating, and executing events, meetings, and banquets. This role is crucial in ensuring the smooth operation and successful execution of various events within the hospitality setting.

Requirements

Knowledge of service and food and beverage, generally involving at least one year of front-of-the-house restaurant experience and/or banquet/event positions.
Proficient in using computer and phone skills.
Ability to learn quickly and understand and carry out oral and written instructions and request clarification when needed.
Strong interpersonal skills.
Ability to work as part of a team.
Ability to build relationships.
Must be at least 21 years of age.
Must be able to work nights, weekends and holidays.
Ability to model and act in accordance with The Indigo Road guiding principles.

Responsibilities

Assist with soliciting and promoting special event business through advertising, cold-calling, contacting past customers, relationships with local businesses and other cost-effective activities.
Respond to all inquiries within a 24-hour window.
Prepare all required paperwork, including forms, reports, and schedules in an organized and timely manner.
Develop and maintain an updated and detailed price sheet of all billable products and services that accurately reflects today’s costs and the company’s profit objectives.
Negotiate final pricing, prepare contracts, and secure customer signatures.
Collect deposits as required based on the deposit schedule set forth by The Indigo Road.
Document final arrangements with clients on a function sheet. Obtain all specifications and pertinent information concerning the event, including but not limited to, number attending, schedule of events, and menu.
Regularly review upcoming events function sheets and have a thorough understanding of all requirements on upcoming scheduled events.
Provide special events staff with a copy of each function sheet to gain a thorough understanding of event specifications prior to the function.
Requisition or obtain equipment and supplies needed for each event, ensuring that they meet customer expectations and requirements.
Inspect event room prior to the start of each function – check room setup, menu, service staff, etc. conforms to function sheet.
Greet customers prior to the start of each function and be present throughout the event to assist where needed.
Periodically check with customer to ensure satisfaction and respond to any requests.
Continually observe, direct, and assist staff where necessary during the entire event. Ensure that all the details as per the functions sheet are performed.
Prepare and complete an accurate bill to the customer at the completion of the function and collect final payment. If another payment arrangement has been made, have the terms noted on the bill.
Direct and supervise breakdown and cleanup after the event. Account for all equipment and supplies. Return restaurant items to storage areas. Return or arrange for return of rented materials.
Responsible for reporting all cash and credit card gratuities received to comply with the IRS standards of reporting income.
Assist with other departments and areas of need when necessary.