Sales & Catering Coordinator

Highgate Hotels•Dallas, TX

About The Position

This position is responsible for providing administrative and logistical support to the Sales and Catering Managers, ensuring smooth execution of events and client communications. The ideal candidate is detail-oriented, highly organized, and delivers exceptional service with grace and professionalism.

Requirements

2+ years of experience in hotel sales, catering, or event coordination (luxury experience strongly preferred)
Proficiency in Microsoft Office Suite and CRM/event software (Delphi/FDC, Opera, or similar)
Excellent written and verbal communication skills
Professional appearance and demeanor
Ability to handle multiple priorities in a fast-paced environment with grace under pressure
Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
Maintain a warm and friendly demeanor at all times.
Must be able to effectively communicate both verbally and written, with all level of employees and guests in an attentive, friendly, courteous and service oriented manner.
Must be able to multitask and prioritize departmental functions to meet deadlines.

Nice To Haves

Bachelor’s degree in Hospitality, Business, or related field preferred

Responsibilities

Prepare contracts, proposals, banquet event orders (BEOs), and correspondence for Sales & Catering Managers.
Maintain accurate and up-to-date records in the CRM and booking systems (e.g., Delphi, Opera).
Answer department calls and emails, directing inquiries appropriately and responding promptly to client needs.
Schedule client site visits and coordinate with operations and culinary teams.
Serve as a liaison between clients and hotel departments to ensure successful event planning and execution.
Greet clients and assist with walk-throughs, tastings, and day-of-event logistics.
Manage client amenities, welcome letters, and VIP touches in coordination with hotel leadership.
Track and update event details, room blocks, and payment schedules.
Communicate last-minute updates and special requests to relevant hotel departments.
Support on-site events as needed to ensure seamless execution and guest satisfaction.
Assist with RFPs, prospecting lists, and lead tracking.
Prepare sales kits, presentations, and collateral materials.
Support hotel participation in sales calls, trade shows, and networking events when required.
Perform other duties as requested by management.