Sales & Catering Coordinator

SCOPE AND PURPOSE: The Sales & Events Coordinator is responsible for providing administrative, organizational, and operational support to the Group Sales and Catering & Events department, while ensuring the successful planning and execution of weddings, social events, corporate meetings, and special occasions. This position serves as a liaison between clients and internal departments, coordinating group blocks and event details, maintaining accurate documentation, and supporting the delivery of exceptional luxury hospitality experiences from initial booking through event completion. MAIN DUTIES AND RESPONSIBILITIES: Coordinator & Client Support • Support the planning and coordination of weddings, meetings, corporate events, social gatherings, and special events throughout the property. • Serve as a primary administrative contact for clients by responding to inquiries, confirming event details, and coordinating event logistics. • Assist with preparing proposals, contracts, banquet event orders (BEOs), diagrams, menus, and event correspondence. • Coordinate client site inspections, planning meetings, menu tastings, and pre-conference meetings. • Host site inspections when needed • Maintain regular communication with clients to ensure expectations are clearly understood and executed. • Assist with event billing preparation, deposits, final guarantees, and post-event follow-up. • Support the Group Sales and Catering & Events leadership teams with special projects and departmental initiatives. Administrative & Operational Coordination • Prepare, distribute, and maintain accurate Banquet Event Orders (BEOs), resumes, diagrams, rooming information, and event documentation. • Ensure all event details are communicated accurately to Culinary, Banquets, Front Office, Housekeeping, Engineering, Stewarding, Security, Spa, Valet, and other operational departments. • Maintain accurate client files, contracts, correspondence, and event calendars within Delphi and other hotel systems. • Monitor event timelines, deadlines, and departmental task completion to ensure seamless execution. • Assist with departmental reporting, sales tracking, forecasts, and administrative projects. • Coordinate amenity requests, VIP arrivals, special accommodation, and guest preferences related to events. Service Excellence & Department Collaboration • Deliver exceptional customer service while maintaining El Encanto's luxury hospitality standards. • Build positive relationships with clients, vendors, and internal departments. • Participate in BEO meetings, operational meetings, site inspections, and event walkthroughs. • Support on-site event execution by assisting with client needs and resolving operational concerns promptly and professionally. • Maintain flexibility to support evening, weekend, and holiday events as business demands require. • Demonstrate professionalism, attention to detail, organization, and a proactive approach to problem solving. OTHER: • Previous experience in luxury hotels, resorts, catering, event planning, hospitality, or sales coordination preferred. • Experience using Delphi, Opera/Property Management Systems, Microsoft Office Suite, and event management software preferred. • Strong organizational, administrative, and time management skills with the ability to manage multiple priorities simultaneously. • Excellent written and verbal communication skills. • Strong attention to detail with exceptional follow-through. • Ability to work independently while collaborating effectively across multiple departments. • Professional appearance and demeanor consistent with luxury hospitality standards. • Ability to work flexible schedules, including evenings, weekends, and holidays based on business demands. • Ability to sit, stand, walk, bend, and occasionally lift up to 25 pounds throughout the work day. • Comply with all Health & Safety procedures and report incidents immediately. • Attend training and complete eLearning modules as required. • Demonstrate El Encanto’s core values.