Catering Coordinator

Description

Position Summary

 A Catering Coordinator (Administrative Role) is responsible for supporting the Catering Sales and Conference Services team by handling administrative, organizational, and client-service tasks that ensure events are planned and executed smoothly.

Responsibilities

• Manage catering inquiries and distribute leads to the appropriate sales managers.
• Prepare proposals, contracts, banquet event orders (BEOs), and correspondence.
• Maintain accurate client records in the sales and catering system.
• Coordinate event details between clients and internal departments.
• Assist with menu selections, rooming lists, and event logistics.
• Track,  deposits, signed contracts, and required documentation.
• Schedule site inspections and client meetings.
• Respond to client questions and provide exceptional customer service.
• Generate reports, update forecasts, and maintain event calendars.
• Support the Catering Managers and Director of Catering with administrative tasks.

Requirements

Experience and Education Required

• Education  

High School diploma is required. Bachelor’s Degree is preferred

• Experience  

Minimum three to five years of extensive clerical/secretarial experience preferably in a hotel environment. Catering background strongly preferred. Knowledge of Delphi Sales software preferred. 

Skills Required

• Strong organizational and time-management abilities.
• Excellent written and verbal communication skills.
• Attention to detail and accuracy.
• Proficiency in Microsoft Office and catering/event management software.
• Ability to multitask and work in a fast-paced hospitality environment.

Physical Demands

• Must be able to: 
• Move, lift, carry, push, pull, and place objects weighing less than or equal to 20 pounds without assistance
• Stand, sit, or walk for an extended period of time or for an entire work shift 
• Reach overhead and below the knees, including bending, twisting, pulling, and stooping
• Use, carry, and operate all necessary office equipment using finger dexterity.
• Communicate with employees, managers, subordinates and guests through verbal communication, hearing ability, and visual acuity. 
• Visually look at a computer for extended periods of time.
• Adapt to moderate temperatures in the hotel as thermostat is controlled by hotel environmental systems. Most work tasks are performed indoors.  

Success Criteria

• Team Player
• Demonstrates co-operation within the team and with other departments
• Listens carefully and works well with others
• Has a positive influence on others in the team and clearly enjoys working with people
• Guest Focused
• Anticipates guests’ needs and is sensitive to people from all cultures
• Has a natural, warm smile and a friendly and passionate approach
• Demonstrates confident, helpful and genuine behavior with internal and external guests
• Delivers their best
• Has a sense of urgency for his/her work
• Resourceful, makes things happen and looks for ways to work more efficiently
• Always looks their best and acts appropriately (e.g. approaching guests, body language)
• Composed
• Able to stay calm under pressure
• Demonstrates maturity and ability to cope with the unexpected
• Never lets personal feelings interfere with delivering the highest standards
• Trustworthy and responsible
• Excellent records of attendance and punctuality
• Is reliable and demonstrates the ability to work without supervision
• Demonstrates a high level of personal integrity, honesty and trust
• Time Management
• Uses his/her time effectively and efficiently; values time, concentrates his/her efforts on the more important priorities; gets more done in less time than others; can attend to a broader range of activities
• Makes decisions in a timely manner
• Listening
• Practices attentive and active listening; has the patience to hear people out; can accurately restate the opinions of others even when he/she disagrees

Licenses or Certifications

• N/A

Standard Specifications

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees or guests.

A review of this description has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and requirements are essential job functions.

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time. This job description reflects the job content at the time of writing and will be subject to periodic change in light of changing operational and environmental requirements. Such changes will be discussed with the job holder and the job description amended accordingly. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor. 

Due to the nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the hotel which may include overtime, weekends and holidays. The employee will carry out any other duties as are within the scope, spirit and purpose of the job as requested by the line manager or Head of Department/Division. 

The employee will actively follow The Biltmore Hotel policies including Equal Opportunities policies and will maintain an awareness and observation of Fire and Health & Safety Regulations. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.

Grooming

All employees must maintain a neat, clean and well-groomed appearance per Biltmore Hotel standards.