Hotel Sales & Catering Coordinator

O'Reilly Hospitality Management • Belgrade, MT

5d • Onsite

About The Position

The Sales & Catering Coordinator provides essential administrative and organizational support to the sales and catering teams at the EVEN Hotel in Bozeman, MT. This role involves managing client inquiries, coordinating event details, preparing documentation, and ensuring smooth communication between clients and hotel departments. The position is with O’Reilly Hospitality Management, LLC (OHM), a company that emphasizes sustainability, health & wellness, community involvement, and empowering its team members.

Requirements

• Strong organizational, communication, customer service, and time management skills.
• Ability to manage multiple tasks, prioritize deadlines, and maintain accuracy in a fast-paced hospitality environment.
• Ability to communicate professionally with clients, team members, leadership, and external business partners.
• Strong attention to detail when preparing proposals, contracts, BEOs, rooming lists, billing information, and other documentation.
• Ability to work independently while collaborating effectively with sales, catering, hotel operations, and other departments.
• Proficiency in Microsoft Office applications and the ability to learn property-specific sales, catering, reservation, and point-of-sale systems.
• Professionalism, dependability, adaptability, and a commitment to exceptional guest and client service.
• Valid driver’s license and proof of current vehicle insurance required.
• Reliable transportation for travel to regional locations.
• Traveling by vehicle or air to various locations, conferences, etc.

Nice To Haves

• A bachelor’s or associate degree is preferred.
• Hospitality management degree is preferred or relevant experience.
• Prior sales experience is a plus but not required.

Responsibilities

• Provides administrative and organizational support to the sales and catering teams, including answering calls, responding to inquiries, maintaining calendars, and coordinating follow-up communications.
• Greets clients and visitors professionally, gather pertinent information, and direct inquiries to the appropriate sales or catering team member.
• Serves as a point of contact for clients regarding group bookings, room blocks, catering requests, event details, and general sales inquiries.
• Assists with hotel tours and property presentations for prospective clients as needed.
• Assists with preparing sales proposals, catering packages, pricing information, contracts, and other client communications in accordance with established guidelines and approval procedures.
• Coordinates with clients to gather event requirements and ensure details are accurately documented in contracts, banquet event orders (BEOs), rooming lists, and other sales and catering records.
• Assists with entering and maintaining group bookings, catering events, client information, and related details in the property's sales and catering systems.
• Supports catering coordination, including menu selections, event timelines, room layouts, setup requirements, pricing details, and other client preferences.
• Communicates event requirements and updates to the appropriate hotel departments to support effective planning, preparation, and execution.
• Assists with event coordination before and during functions as assigned, helping ensure arrangements meet client expectations and property standards.
• Assists with tracking event deposits, payment information, billing details, and outstanding documentation; coordinate with the appropriate departments to help ensure accurate and timely processing.
• Prepares, organizes, and maintains sales files, group information, contracts, rooming lists, event documentation, and client correspondence.
• Assists with preparing and distributing post-event surveys, evaluation letters, and follow-up communications to support client satisfaction and repeat business.
• Maintains positive relationships with local businesses, corporate accounts, civic organizations, and other community partners.
• Supports sales and catering leadership with reports, correspondence, proposals, and other administrative tasks as needed.
• Maintains professional appearance, punctuality, and reliable attendance in accordance with company policies.
• Complies with all company policies, procedures, brand standards, and applicable requirements related to the position.
• Performs other related duties as assigned by leadership.
• Embrace O’Reach, OHX Experience, Green Team, Guest Service, Team Member Satisfaction, Health & Wellness, and Safety culture.

Benefits

• 401(k) & Roth 401(k) with company match – full-time and part-time Team Members are eligible!
• Health, Dental, Vision & Life Insurance
• Paid Time Off, including Paid Parental Leave
• Growth Potential and Career Advancement
• Hotel/Restaurant Travel Perks & Discounts!
• Earned wage access through DailyPay on day one!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree