Sales & Catering Coordinator

Remington Hospitality•Scottsdale, AZ

3d•Onsite

About The Position

This role is responsible for handling incoming group and event inquiries, gathering client information, and maintaining accurate records in hotel systems. The coordinator will also assist with various administrative tasks to support the Sales department and ensure smooth event execution. This is an in-office role requiring strong organizational and communication skills.

Requirements

Ability to work in a standard office environment.
Prolonged periods of sitting at a desk and working on a computer (6-8 hours a day).
Occasional standing and walking throughout the workday.
Frequent fine motor skills, use of hands and fingers for keyboarding/typing, utilizing a mouse or trackpad, writing, and operating office equipment.
Ability to communicate effectively verbally and in writing.
Ability to lift and/or move 10–25 pounds as needed (e.g., files, office supplies).
Visual ability to read from a computer screen and printed materials including close visual focus for extended periods and color differentiation (for certain roles).
Ability to hear and participate in conversations and meetings, use phone and/or headset.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.

Responsibilities

Answer incoming group and event inquiry calls and emails and use the established qualification sheet to gather relevant client information, dates, room needs, event details, and other requirements.
Promptly provide completed qualification information to the Director of Sales & Marketing for follow-up.
Direct requests for rates, pricing, proposals, availability commitments, or contract terms to the Director of Sales & Marketing. This position does not independently provide rates, quotes, or negotiate terms.
Enter, maintain, and update group, event, and client information in applicable hotel systems.
Maintain a high level of accuracy when entering, updating, and reviewing information in hotel systems.
Regularly review information for completeness and accuracy and promptly correct or communicate discrepancies.
Maintain organized and accurate group files and supporting documentation.
Track important dates, deadlines, outstanding documents, and required information.
Proactively flag missing information, approaching deadlines, discrepancies, or other items requiring the Director of Sales & Marketing's attention.
Pull, review, organize, and distribute sales, group, and operational reports as requested by the Director of Sales & Marketing.
Ensure information entered into hotel systems is timely, complete, accurate, and consistent with supporting documentation.
Become proficient in all systems and programs necessary to support the Sales department and accurately perform assigned responsibilities.
Coordinate with Group Housing, Reservations, Banquets, Front Desk, and other hotel departments, as requested by the Director of Sales & Marketing.
Assist with booking links, rooming lists, reservation updates, event information, and client requests.
Communicate group and event updates accurately and in a timely manner to the appropriate departments.
Assist with gathering and organizing menus, guarantees, vendor information, timelines, and other event-related details.
Assist with preparation and logistics for site visits, meetings, and events as needed.
Help ensure hotel departments have the necessary information and documentation to properly prepare for upcoming groups and events.
Respond to routine administrative questions from clients and internal departments.
Follow up on outstanding documents, rooming lists, guarantees, forms, and other requested information.
Prepare and organize routine correspondence, reports, files, and other sales-related documentation as requested.
Maintain awareness of assigned tasks and deadlines and provide timely updates to the Director of Sales & Marketing.
Take ownership of assigned responsibilities and follow tasks through to completion without requiring repeated reminders or follow-up.
Communicate promptly when additional information, clarification, or assistance is needed to complete an assigned responsibility.
Perform other sales administrative duties as assigned.