Sales & Catering Coordinator

The Westgate Hotel•San Diego, CA

About The Position

The Sales & Catering Coordinator plays a crucial role in supporting the sales & catering team to achieve revenue targets and ensure the smooth execution of sales activities. This position serves as a key point of contact for clients and internal stakeholders, managing administrative tasks, coordinating event logistics, and assisting in the implementation of sales strategies. As the Sales & Catering Coordinator, you are responsible for providing exceptional customer service, maintaining organized records, and facilitating communication between departments to deliver seamless guest experiences while maximizing sales opportunities. These responsibilities help ensure the sales & catering team operates efficiently and effectively, contributing to the overall success of the organization.

Requirements

Minimum of 1 year in hotel sales & catering department
Strong Communication and computer skills with proficiency in Microsoft word and excel
Must possess outstanding organizational, interpersonal, administrative skills, and time management skills as well as excellent attention to details
The ability to show empathy and patience towards colleagues and clients

Nice To Haves

1-2 years of Front Desk or equivalent hospitality experience preferred.
Knowledge of opera PMS and delphi preferred

Responsibilities

Provide strong administrative support: prepare proposals, contracts, BEOs, quotes, reports and correspondence with speed and precision.
Respond to and qualify incoming sales leads—via phone, email, or in-person—within 24 hours.
Monitor and revise group room blocks and pick-up to maximize hotel room inventory.
Interact collaboratively with and communicate requirements of clients to all hotel departments through resumes, banquet event orders, pre-convention meetings with clients, internal departmental meetings, and weekly banquet event order meetings.
Professionally represent the department and the property by participating in and/or conducting client and industry functions including site inspections, pre and post-con meetings and industry events as needed
Completes administrative tasks supporting all group sales efforts as including but not limited to: preparing sales kits, organizing files, reading contracts, preparation of invoices, purchasing of office supplies, data entry, reading/understanding BEO's, maintain filing system
Route daily change log, distribute weekly group rooms & events packet.
Answer telephone calls, take messages, and schedule appointments
Assist with preparation for upcoming sales trips, trade shows, events, etc
Input definite groups into the PMS, ensuring inventory is accurately blocked and billing is set up accurately
Input rooming lists, make all changes/cancellations to group reservations and communicate with key group contacts and internal team members as necessary
Audit and verify group inventory, including pickup and cut-off dates
Communicate with the Sales Department regarding questions that stem from groups.
Enter weekly group pickup into Delphi
Maintain organized and accurate records of client interactions, bookings, and sales activities.
Respond promptly to inquiries from prospective clients, providing detailed information about the hotel's services and amenities.
Assist with the coordination of client site visits, meetings, and follow-up communications.
Build and maintain positive relationships with clients, ensuring a high level of customer satisfaction.
Collaborate with the events and operations teams to ensure all client requirements are met and events are executed flawlessly.
Assist in the coordination of group bookings, ensuring all details are accurately communicated and managed.
Oversee event logistics, including room setups, catering, AV requirements, and other special requests.
Participate in site inspections and support meeting planners; prepare sales materials, updated proposals, and promotional collateral as needed.
Assist with in-house booking requests
Perform special projects and other responsibilities as assigned.
Participate in task forces and special hotel committee's as required