Area Sales & Catering Coordinator

Area Sales & Catering Coordinator

The Area Sales & Catering Coordinator will oversee the planning and seamless execution of client events for three hotels within our management portfolio. This pivotal role ensures meticulous communication and delivery of all event logistics, upholding the highest standards of guest satisfaction. The coordinator will create exceptional experiences through detailed event planning while actively identifying opportunities to maximize revenue through upselling services, menu enhancements, and additional offerings. Reporting directly to the Dual Director of Sales, with a dotted line to the Courtyard and Hampton Inn and Suites Director of Sales, this position is essential for delivering memorable events, cultivating strong client relationships, and driving revenue growth. Additionally, the Coordinator will collaborate with other hotels in the market associated with our management portfolio to ensure cohesive event strategies.

Key Responsibilities:

• Collaborate with the sales leaders at each property to manage and document the detailing process for events turned over from the sales team, ensuring all client preferences, requests, and logistics are thoroughly communicated to operational teams.
• Banquet Event Orders (BEOs): Accurately create and manage BEOs for all confirmed events, documenting client specifications, logistics, and service requirements, including timelines, menu selections, room setups, AV needs, and other pertinent details. Maintain organized, updated records for easy access by operational teams.
• Serve as the primary point of contact for client's post-contract, ensuring consistent communication so their event vision is understood and executed flawlessly.
• Provide exceptional customer service to build strong relationships that inspire repeat business and positive referrals.
• Collaborate with clients to gather necessary event details, preferences, and special requests, ensuring BEOs align with their vision while adhering to hotel standards.
• Identify and pursue opportunities to upsell services, such as AV equipment, enhanced decor, specialty menus, and bar packages, maximizing event profitability while enhancing the client experience.
• Continuously explore creative ways to add value to client events that align with client preferences and revenue goals.
• Work closely with internal teams, including Food & Beverage, Banquet Staff, and Hotel Operations, ensuring clear communication and alignment on all event details.
• Assist with event set-up and execution as needed, particularly for larger or high-profile events, to ensure flawless coordination and delivery.
• Be present on-site during critical event phases: including setup, event management, and breakdown, ensuring that all client expectations are met or exceeded and that the event runs smoothly from start to finish.
• In the event of staff not being able to service a meeting this position will step in to assist in the servicing of the meeting space. Service charges would be available for area coordinator position.
• Maintain clear, professional communication with hotel staff, clients, and vendors, ensuring all event details are relayed effectively to operational and banquet teams in advance.
• Lead BEO Meetings: Organize and conduct regular BEO meetings with departments, ensuring alignment of event logistics, expectations, and client preferences. Facilitate communication between teams, making sure all members understand their responsibilities and timelines.
• Anticipate potential logistical challenges during BEO meetings and work with department heads to resolve concerns proactively.
• Follow up after meetings to communicate action items and maintain open lines of communication throughout the event preparation process.
• Adapt work hours to meet event demands, with a focus on availability during high-volume periods, including evenings, weekends, and holidays.
• Ability to frequently lift, carry, and transport objects weighing up to 50 pounds or more.
• Collaborate with the Dual Director of Sales and Directors of Sales for each hotel to achieve or exceed revenue targets through strategic planning, effective upselling, and a focus on client satisfaction.
• Maintain accurate records of client interactions, event changes, and upselling efforts. Prepare post-event reports summarizing successes, guest feedback, and areas for improvement.
• Ensure event management software is current, including all event-related documents, contracts, and correspondence.
• Build and coordinate with the operations team to ensure welcome signs present prior to arrival for groups or meetings at the three hotels.
• Build blocks for both sleeping and meeting room need to ensure CRM and brand system updated.
• Update CRMs with pickup, status and other detailing needs for groups for each of the hotels to assist with accurate forecasting pulled from data systems.

Qualifications:

• Prior experience in event coordination, hotel sales, or operations is preferred, with a strong understanding of event detailing and customer service excellence.
• Exceptional interpersonal and communication skills, with the ability to manage multiple tasks, competing priorities, and deadlines efficiently.
• Detail-Oriented: Keen attention to detail to ensure all client needs and event logistics are accurately documented and executed.
• Ability to work non-traditional hours, including evenings, weekends, and holidays, as required by the event schedule.
• Competence in event management software, Microsoft Office Suite, and other relevant technology platforms.
• Ability to work independently and as part of a team in a fast-paced environment, ensuring smooth collaboration across departments.

Work Location:

• This position will support events at three hotels within our portfolio, with travel between locations as needed.

Peachtree Group provides a comprehensive benefits package, including medical, dental, vision, disability, and life insurance. We also offer a generous 401(k) retirement match. To support work-life balance, we provide Paid Holidays and Paid Time Off. Additional perks include access to our Employee Assistance Program and Fund.