Catering Coordinator

Kimpton Hotels & Restaurants; Washington (District of Columbia); On-site; USD 42,000 - 54,000; Full time

Job summary

Kimpton Hotels & Restaurants in Washington, DC is seeking a catering sales administrator to keep the department organized and efficient. You will provide essential office support, manage inquiries, prepare proposals, and help coordinate events.

The role requires 1–2 years of catering or office experience, strong verbal and written communication, and familiarity with PMS systems such as Opera. You may work evenings or weekends to support events and ensure seamless service.

Qualifications

• 1–2 years of catering and/or office experience is required.
• Strong organizational and communication skills are essential.
• Experience with property management systems (PMS) and event coordination.

Responsibilities

• Perform daily office duties and support catering sales activities.
• Take messages and forward inquiries to the appropriate salesperson.
• Assist with site tours, inquiries, and client follow-up communications.
• Help organize tradeshows and distribute collateral to customers.
• Attend meetings and take notes; manage inventory of collateral and gifts.
• Coordinate events, handle walk-ins, and support payment processing and reporting.

Skills

Office management

Event planning

Verbal and written communication

PMS systems

Tools

Opera

Delphi

Microsoft Office Suite

Job description

Why We're Here

We believe heartfelt, human connections make people's lives better. Especially the people who work here. Our founder, Bill Kimpton rebelled against impersonal, generic hospitality that makes people feel disconnected. He initiated a new boutique hotel standard and environment where people could connect, from the heart. That was the goal then, and it is still our purpose today. Your work here has meaning. You're here to improve the lives of coworkers, guests, owners, communities, and together we make that happen. It's what drives all that we do. Every day you can improve lives in your own, unique way and you can expect the same in return. It all starts with you.

How We're Different

Our San Francisco-born entrepreneurial spirit and zest for life kick started this culture in 1981, and it shines through to this day. It all flows from you. The lively, rebellious, genuine you - with your diverse background, talents, experiences, and plucky personality - is fully welcome, and celebrated here. Because we know that when people can be themselves at work, they shine. That's what we seek out and celebrate. It's people of all kinds who share a knack for creativity and self-leadership. People who don't need to be told what to do to get things done. People who have an innate passion for making others' lives better. It adds up to a work environment that's a bit quirky, irreverent, exciting, uncommon, empowering, and downright exceptional. Guests feel it; you'll feel it too.

What You'll Do

Responsible for maintaining the administrative organization and efficiency of the catering sales department. This is accomplished through basic administrative support, working on special projects as assigned, being proactive and responsive in a timely, friendly, thoughtful, and professional manner.

Some Of Your Responsibilities Include

• Perform daily office duties including answering phones, proposals, contracts, filing, faxing, copying, create files, process gift certificates and mail.
• Take messages, address and follow up on customer requests, promptly forward leads/inquiries to the appropriate salesperson.
• Effectively execute and maintain the sales process through handling of site tours and inquiry calls.
• Assist the team in organizing tradeshows and sending collateral to customers.
• Attend and take notes during catering and private dining meetings as requested.
• Maintain orderly inventory of collateral and giveaway items, order office supplies.
• Handle walk-ins and in-house customer requests as needed, book and coordinate smaller events.
• Distribute weekly and daily BEO Packet and other appropriate weekly communications to operations team, secure payment for events, and conduct weekly reporting.
• Create a daily reader board and door signage for events.
• Review bills and send event follow-up correspondence/evaluations.
• Participate in client prospecting and networking, as requested by Director of Catering and General Manager.

What You Bring

• 1 to 2 years of general catering and/or office experience.
• Skilled in administrative office management, organization, verbal and written communication, and event management with a high level of creativity and enthusiasm.
• Adept on property PMS and database systems with knowledge of Opera, Delphi, and Microsoft Office Suite.
• Able to address difficult situations with sensitivity and care.
• Detailed knowledge of hotel layout, rate structure, meeting space, group capacities and capabilities.
• Flexible schedule, able to work evenings, weekends, and holidays when needed.

Differences make a difference. We are committed to creating a culture that reflects the diversity of our hotel and restaurant guests. With that goal in mind, we encourage each of our employees to understand, accept, and celebrate differences among people. That includes different personalities, lifestyles, work styles, education, and experience. We also welcome and embrace people of all races, ethnicities, ages, religions, physical abilities, sexual orientation, gender identities and genders. For our complete EEO policy click here.

Be Yourself. Lead Yourself. Make it Count.