Sales & Catering Coordinator

Snowbasin Resort•San Diego, CA

5d•$24 - $28•Onsite

About The Position

The Sales & Catering Coordinator provides administrative and operational support to the hotel’s Sales & Catering team, helping organize group bookings, event logistics, client communication, and daily sales activities. The role involves working with clients, meeting planners, sales leaders, and hotel departments to ensure event details are communicated and executed effectively. The coordinator responds to and qualifies sales inquiries, prepares proposals and event documentation, maintains client and booking records, enters group information into Opera/PMS and Delphi, monitors room blocks and pickup, and helps coordinate site visits, meetings, and event requirements. The position also supports event execution, client service, departmental administration, sales activities, and efforts to achieve revenue goals and deliver exceptional guest experiences. The schedule is typically 40 hours over five days, generally Monday through Friday based on business needs. Some evenings, weekends, and holidays may be required to support events. Schedules may be adjusted according to group, event, and operational needs.

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-motivation, initiative, and willingness to support the team where needed.
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; remain active during site inspections, meetings, and event support; use office equipment and computer systems for extended periods; and 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.
1–2 years of Front Desk, Reservations, Events, or equivalent hospitality experience.
Opera PMS knowledge.
Delphi knowledge.
Interest in professional growth and taking on increased responsibility within Sales, Catering, or Events.

Responsibilities

Provide administrative support, including preparing proposals, contracts, Banquet Event Orders (BEOs), quotes, reports, invoices, and correspondence.
Respond to and qualify incoming sales inquiries by phone, email, or in person, with a goal of responding within 24 hours.
Maintain accurate records of client interactions, bookings, sales activities, and event details.
Communicate information about hotel services, event spaces, amenities, and group offerings.
Coordinate client site visits, meetings, pre-convention meetings, post-event meetings, and follow-up communication.
Participate in site inspections and assist meeting planners and clients during the planning process.
Prepare proposals, sales materials, promotional collateral, sales kits, and other client-facing materials.
Enter definite groups into Opera/PMS and establish room inventory, group blocks, reservations, and billing information accurately.
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, audio-visual 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.
Assist with preparations for sales trips, trade shows, client events, and industry functions.
Support office organization, filing systems, data entry, supply ordering, and other 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 departmental revenue goals and exceptional guest experiences.
Perform additional duties and special projects as assigned, including participation in task forces, hotel committees, and departmental initiatives.