Sales & Catering Coordinator

EOS • Beverly Hills, CA

6d • Onsite

About The Position

L’Ermitage Beverly Hills is seeking a Sales & Catering Coordinator to support the sales and catering team. This role involves managing administrative and client service tasks to help the company meet its sales targets, including coordinating group and event servicing activities. The coordinator will play a crucial role in maintaining customer relationships by providing excellent customer service, managing client accounts, and ensuring the smooth execution of events and bookings. The primary responsibility is to support the Sales Department in generating revenue and driving business growth for the hotel, while also coordinating group and event servicing functions. This includes assisting with sales activities like responding to inquiries, preparing proposals, and facilitating bookings for meetings and events, as well as serving as a point of contact for all client services. The role also involves coordinating and servicing group and event bookings from turnover to execution, including event details, documentation, and on-site execution. The coordinator must maintain complete knowledge of hotel operations and scheduled daily activities, and comply with all departmental policies and procedures. They will also assist in preparing sales proposals and contracts, support the Sales and Catering team administratively, prepare and distribute BEOs and resumes, and collaborate with other departments to execute events seamlessly. Monitoring event execution, providing telephone and message support, maintaining client profiles, blocking group and meeting space, and ensuring accurate information in systems like Delphi and PMS are also key duties. Post-event follow-up, collaborating with other hotel departments, and assisting in the execution of in-house events are also part of the role. The position requires a team-focused attitude, understanding of safe work practices, and compliance with all hotel policies.

Requirements

• Bachelor’s degree or Certification in Sales, Business Administration, or related major field.
• 2 – 4 years of administrative support experience in hospitality, entertainment, and or/ public relations is preferred.
• Strong understanding of hotel operations; reservations, appropriate guest service etiquette, etc.
• Available and willing to work flexible hours based on business needs including weekdays and weekends.
• Technologically savvy, with a working knowledge of Microsoft Office, Delphi, and Opera Cloud preferred.
• Successful completion of satisfactory background check.
• Demonstrates intuitive customer and interpersonal skills.
• Highly motivated individual who can work independently, and as part of a team.
• Ability to handle confidential information discretely and in the proper manner.
• Self-starter, and possess excellent presentation skills.
• Demonstrates strong communication, organizational, and problem-solving skills, with a high level of patience, tact, and diplomacy.
• Have exceptional attention to detail, organizational, analytical and time management skills.
• Expresses sincere enthusiasm for the role and passion for events.
• Must know how to prioritize, delegate, and respond in a timely fashion.
• Able to work under pressure, multi-task, and stay focused while maintaining hospitality.
• Ability to remain standing for up to 8 hours
• Ability to remain seated for up to 8 hours
• Ability to walk the property and grounds frequently
• Ability to move up and down stairs regularly
• Ability to move quickly based on guest needs
• Ability to regularly move and lift up to 50 lbs.
• Ability to use repetitive manual dexterity, such as typing
• Ability to bend, stretch, and reach frequently, including above head, and repetitively
• Ability to visibly survey documents and property areas clearly
• Ability to view a digital computer/tablet screen for extended period of time, up to 8 hours
• Ability to work outside in adverse weather at times.
• Ability to communicate and exchange information effectively, often in a public/group setting
• Ability to read, write, speak, and understand English
• Ability to perform assigned tasks, operate equipment, and complete job duties in a safe manner
• Ability to work flexible hours based on business needs including midweek and weekend days

Nice To Haves

• 2 – 4 years of administrative support experience in hospitality, entertainment, and or/ public relations is preferred.
• Delphi, and Opera Cloud preferred.

Responsibilities

• Support the Sales Department in generating revenue and driving business growth for the hotel.
• Coordinate group and event servicing functions.
• Assist with the coordination and execution of sales activities, such as responding to inquiries, preparing proposals, and facilitating bookings for meetings and events.
• Serve as a point of contact for all client services.
• Coordinate and service group and event bookings from turnover to execution, including coordination of event details, documentation, and on-site execution.
• Maintain complete knowledge of hotel operations, scheduled daily activities, and comply with all departmental policies/service procedures/standards.
• Assist in preparing sales proposals and contracts tailored to the specific needs of clients, outlining pricing, services, and terms to secure bookings.
• Support Sales and Catering team administratively including correspondence, preparing reports, and assisting with reservations and on property activations.
• Prepare, review, and distribute BEOs, resumes, and related event documentation, track completion status for accuracy and reporting.
• Collaborate with Food & Beverage, Culinary, and other departments to execute events seamlessly; manage changes and communicate updates to all stakeholders.
• Monitor event execution to ensure alignment with client expectations, hotel standards, and contractual agreements.
• Provide telephone and message support for the department and respond to inquiries in a timely, clear, and pleasant manner.
• Maintain client profiles, contacts, and additional essential records used in Sales and Catering reporting.
• Block group & meeting space specifications and ensure that accurate information is collected and entered in the reservations system.
• Ensure accurate information for Group Billing, Resumes, and Sales systems (i.e. Delphi).
• Update PMS system to ensure guest profiles are accurate (Arrival Times, Preferences, Biography etc.) and manage group rooming lists.
• Conduct post-event follow-up to gather feedback and identify future business opportunities.
• Collaborate with other hotel departments to coordinate sales efforts, leverage resources, and maximize revenue-generating opportunities for the hotel.
• Assist in the execution of in-house events to ensure planning is accomplished successfully.
• Attend departmental meetings and training sessions as required.
• Demonstrate a team-focused attitude and encourage collaboration.
• Understand and use safe work practices for all safety precautions including Emergency Evacuation Procedures, Violence in the Workplace, Accident Reporting, OSHA Compliance, and Bloodborne Pathogen Procedures.
• Comply with all policies as outlined in the Handbook, Property Supplement, or otherwise issued including time and attendance expectations, uniform and dress code standards, anti-harassment policy, and substances in the workplace.
• Complete additional projects as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level