Sales & Catering Coordinator

Grand America Hotels & Resorts•San Diego, CA

About The Position

The Sales & Catering Coordinator provides administrative and operational support to the hotel’s Sales & Catering team, helping organize group bookings, client communications, and event logistics. The role works with clients, meeting planners, sales leaders, and hotel departments to support events and group experiences from planning through execution, while contributing to departmental revenue goals and guest experiences. The coordinator prepares proposals, contracts, Banquet Event Orders (BEOs), quotes, reports, invoices, correspondence, and client-facing sales materials. The role responds to sales inquiries, maintains accurate booking and client records, assists with site visits and planning meetings, manages group room information in Opera/PMS and Delphi, monitors room blocks and pickup, and communicates event requirements across hotel departments. The coordinator may support event execution as an on-site hotel contact, represent the hotel at client and industry functions, and take on additional duties and projects as assigned. The position is typically scheduled for 40 hours over five days, generally Monday through Friday based on business needs. Some evenings, weekends, and holidays may be required. The role involves moving throughout the hotel for site inspections, meetings, and event support, as well as using office equipment and computer systems for extended periods. Occasional lifting, carrying, pushing, or moving of event-related materials may be required. Reasonable accommodation may be made for individuals with disabilities to perform essential functions.

Requirements

Strong organizational and administrative skills, with excellent attention to detail.
Ability to manage multiple priorities, deadlines, and changing business needs.
Excellent written and verbal communication skills.
Strong interpersonal skills and ability to work effectively with clients, colleagues, and hotel leadership.
Professional, responsive, and service-oriented approach to client interactions.
Strong time-management skills and ability to work independently.
Self-motivated, with willingness to take initiative and support the team.
Ability to demonstrate empathy, patience, and professionalism when interacting with clients and colleagues.
Proficiency in Microsoft Word and Excel.
Ability to read and understand contracts, BEOs, rooming lists, and group-related documentation.
Ability to sit, stand, walk, and move throughout the hotel as needed.
Ability to remain active during site inspections, meetings, and event support.
Ability to use standard office equipment and computer systems for extended periods.
Ability to occasionally lift, carry, push, or move materials associated with meetings, events, or sales activities.
Ability to work flexible schedules, including occasional evenings, weekends, and holidays based on business needs.

Nice To Haves

Minimum of 1 year of experience within a hotel Sales & Catering department preferred.
1–2 years of Front Desk, Reservations, Events, or equivalent hospitality experience preferred.
Opera PMS knowledge preferred.
Delphi knowledge preferred.
Interest in professional growth and taking on increased responsibility within Sales, Catering, or Events.

Responsibilities

Provide administrative support to the Sales & Catering team, including preparing proposals, contracts, BEOs, quotes, reports, invoices, and correspondence.
Respond to and qualify incoming sales inquiries by phone, email, or in person in a timely and professional manner, with a goal of responding within 24 hours.
Maintain accurate records of client interactions, bookings, sales activities, and event details.
Assist with client communications and provide information about hotel services, event spaces, amenities, and group offerings.
Coordinate client site visits, meetings, pre-convention and post-event meetings, and follow-up communications.
Participate in site inspections and assist meeting planners and clients throughout the planning process.
Prepare sales materials, proposals, promotional collateral, sales kits, and other client-facing materials.
Enter definite groups into Opera/PMS and ensure room inventory, group blocks, reservations, and billing information are accurately established.
Input rooming lists and process group reservation changes and cancellations.
Monitor and audit group room blocks, pickup, inventory, and cut-off dates.
Enter and maintain weekly group pickup information in Delphi.
Communicate group requirements to hotel departments through resumes, BEOs, internal meetings, pre-convention meetings, and weekly BEO meetings.
Distribute daily change logs, weekly group room reports, event packets, and other operational communications.
Assist in coordinating event logistics, including meeting room setups, catering requirements, audiovisual needs, and special requests.
Collaborate with Banquets, Culinary, Front Office, Reservations, Housekeeping, Engineering, and other hotel departments to support event execution.
Assist with in-house booking requests and group-related questions from internal departments.
Support event execution and serve as an on-site hotel contact when needed.
Answer department telephone calls, take messages, schedule appointments, and assist clients and hotel team members professionally.
Assist with preparations for sales trips, trade shows, client events, and industry functions.
Support office organization, filing systems, data entry, supply ordering, and other departmental administrative needs.
Represent the hotel professionally during client functions, site inspections, industry events, and other sales-related activities.
Build positive client relationships through responsive, professional, and personalized service.
Support the Sales & Catering team in achieving departmental revenue goals and delivering exceptional guest experiences.
Perform additional duties and special projects as assigned.
Participate in special projects, task forces, hotel committees, and departmental initiatives as assigned.
Adjust schedules based on group, event, and operational needs.