Events Coordinator

AC Hotel San Antonio Riverwalk; San Antonio (TX); On-site; USD 38,000 - 50,000; Full time

Job summary

Join a leading hotel as an Events/Catering Sales Coordinator, where you'll manage event logistics and client relations. This role requires strong organizational skills and the ability to maintain professionalism under pressure while delivering exceptional service. Your contributions will enhance our sales efforts and ensure memorable guest experiences.

Qualifications

• High school diploma or equivalent required.
• Preferred experience in hospitality sales or events.
• Ability to manage administrative tasks in high-pressure environments.

Responsibilities

• Support sales and marketing team with event coordination and catering logistics.
• Act as the main point of contact for clients regarding events.
• Prepare sales documents and manage event details.

Skills

Communication

Organization

Attention to Detail

Client Relations

Education

High school diploma or GED equivalent

Tools

Marriott Sales and Catering Systems

Job description

Full job description

FUNCTION:

The Events/Catering Sales Coordinator is responsible for providing administrative support to the Sales & Marketing team with a focus on event coordination and catering logistics. Duties include:

• Perform general office tasks to support the Sales & Marketing team, such as filing, sending emails, typing, faxing, and copying.
• Prepare and organize sales-related documents throughout the event planning process, including proposals, contracts, and banquet event orders (BEOs).
• Create and manage detailed Banquet Event Orders (BEOs) to ensure all event details are accurately communicated to the operations team.
• Coordinate and assemble information packets, such as brochures and promotional materials, for client meetings and events.
• Act as the main point of contact for clients, responding promptly to phone and email inquiries related to events and catering services.
• Support the Sales team in entering, retrieving, and reconciling event and catering data, including third-party contracts, commissions, and leads in sales software.
• Promote the brands image both internally and externally, ensuring a consistent message and experience.
• Maintain detailed and accurate records of client interactions and event-specific information, ensuring smooth communication between all stakeholders.
• Serve as an administrative liaison for event logistics, including confirming event details, catering requirements, and room setups.

Additional Responsibilities:

• Ensure compliance with company policies and procedures, including maintaining confidentiality and professional conduct at all times.
• Prepare and review written communication with attention to accuracy and professionalism.
• Provide support to the Sales & Marketing team in achieving overall goals, contributing to a positive, team-oriented environment.
• Assist with the coordination of event day logistics, ensuring all administrative tasks are completed in a timely and efficient manner.
• Comply with quality assurance standards and expectations.
• Assist with other reasonable administrative duties as requested by supervisors.

PHYSICAL, MENTAL & ENVIRONMENTAL DEMANDS:

Physically mobile with reasonable accommodations.

Ability to stand for long periods of time.

Must be able to lift and carry upwards to 25 pounds.

Must be able to bend, reach, kneel, twist and grip items while working at assigned desk area.

Read, write, speak, and understand English.

Operate in mentally and physically stressful situations.

Respond to visual and aural cues

Work in cold & hot temperatures

EDUCATION AND QUALIFICATIONS

High school diploma or GED equivalent

Experience preferred in Marriott Sales and Catering Systems (CI/TY)

Experienced preferred in hospitality sales, events or operations

GROOMING/UNIFORMS:

All employees must maintain a neat, clean and well-groomed appearance. Specific uniform guidelines and/or required articles of clothing will be explained to you as a part of the orientation process.

NOTICE:

Standing, bending, stooping, and lifting weights up to and including 25 lbs. may be required. The hospitality business functions seven (7) days a week, twenty-four hours a day. In addition, this is a hospitality business, and a hospitable service atmosphere must be always projected.

Source: Hospitality Online