Hotel Sales & Catering Coordinator

Cambria Hotel Plano Frisco; Belgrade, Northern (MT, KY); Hybrid; USD 38,000 - 52,000; Full time

Benefits offered by this job

401(k) & Roth 401(k) with companymatch

Growth potential

Hotel/Restaurant travel perks

Earned wage access via DailyPay

Job summary

O'Reilly Hospitality Management, LLC (OHM) is seeking a Hotel Sales & Catering Coordinator for EVEN Hotel Belgrade, MT. This role provides administrative support to the sales and catering teams, greets clients, and coordinates proposals, contracts, and event details.

You will document event requirements in contracts and BEOs, maintain rooming lists, and assist with post-event follow-up communications. The position emphasizes strong organization, communication, and MS Office proficiency, with

Qualifications

• Bachelor's or associate degree preferred in hospitality/related field.
• Experience in sales or catering is a plus but not required.
• Valid driver's license and insurance required.

Responsibilities

• Provide administrative support to sales and catering teams, including calendars and inquiries.
• Greet clients, gather information, and route inquiries to the appropriate team.
• Serve as point of contact for group bookings, catering requests, and event details.
• Assist with hotel tours, proposals, pricing, contracts, and client communications.
• Coordinate with clients to document event requirements in contracts, BEOs, and rooming lists.
• Maintain group bookings, catering events, and client records in sales systems.
• Support catering coordination including menus, timelines, layouts, and pricing.

Skills

Organizational skills

Professional communication

Customer service

Time management

Attention to detail

Independent yet collaborative

Microsoft Office

Hospitality systems

Education

Hospitality degree preferred

Tools

Microsoft Office

POS systems

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Hotel Sales & Catering Coordinator

Full Time EVEN Hotel Belgrade, Belgrade, MT, US

JOIN OUR TEAM!

We are proudly managed by O’Reilly Hospitality Management, LLC ("OHM")

At OHM, we are:

• A forward-thinking (and growing) company offering opportunities to engage your passions through sustainability efforts, health & wellness, community
  involvement, & philanthropic outreach efforts.
• Committed to empowering Team Members throughout all levels of leadership. Every Team Member has the opportunity to contribute in a unique way, making a real impact.
• Seeking supportive, collaborative, detailed-oriented people to join our team!

At OHM, we offer:

• 401(k) & Roth 401(k) with company match – full-time and part-time Team Members are eligible!
• Growth Potential and Career Advancement
• Hotel/Restaurant Travel Perks & Discounts!

Never wait for a paycheck again! OHM Team Members can sign up for earned wage access through DailyPay on day one!

Now Hiring: Sales & Catering Coordinator
Location: EVEN Hotel, Bozeman, MT

• Provides administrative and organizational support to the sales and catering teams, including answering calls, responding to inquiries, maintaining calendars, and coordinating follow-up communications.
• Greets clients and visitors professionally, gather pertinent information, and direct inquiries to the appropriate sales or catering team member.
• Serves as a point of contact for clients regarding group bookings, room blocks, catering requests, event details, and general sales inquiries.
• Assists with hotel tours and property presentations for prospective clients as needed.
• Assists with preparing sales proposals, catering packages, pricing information, contracts, and other client communications in accordance with established guidelines and approval procedures.
• Coordinates with clients to gather event requirements and ensure details are accurately documented in contracts, banquet event orders (BEOs), rooming lists, and other sales and catering records.
• Assists with entering and maintaining group bookings, catering events, client information, and related details in the property's sales and catering systems.
• Supports catering coordination, including menu selections, event timelines, room layouts, setup requirements, pricing details, and other client preferences.
• Communicates event requirements and updates to the appropriate hotel departments to support effective planning, preparation, and execution.
• Assists with event coordination before and during functions as assigned, helping ensure arrangements meet client expectations and property standards.
• Assists with tracking event deposits, payment information, billing details, and outstanding documentation; coordinate with the appropriate departments to help ensure accurate and timely processing.
• Prepares, organizes, and maintains sales files, group information, contracts, rooming lists, event documentation, and client correspondence.
• Assists with preparing and distributing post-event surveys, evaluation letters, and follow-up communications to support client satisfaction and repeat business.
• Maintains positive relationships with local businesses, corporate accounts, civic organizations, and other community partners.
• Supports sales and catering leadership with reports, correspondence, proposals, and other administrative tasks as needed.
• Maintains professional appearance, punctuality, and reliable attendance in accordance with company policies.
• Complies with all company policies, procedures, brand standards, and applicable requirements related to the position.
• Performs other related duties as assigned by leadership.
• Embrace O’Reach, OHX Experience, Green Team, Guest Service, Team Member Satisfaction, Health & Wellness, and Safety culture.

Skills & Abilities:

• Strong organizational, communication, customer service, and time management skills.
• Ability to manage multiple tasks, prioritize deadlines, and maintain accuracy in a fast-paced hospitality environment.
• Ability to communicate professionally with clients, team members, leadership, and external business partners.
• Strong attention to detail when preparing proposals, contracts, BEOs, rooming lists, billing information, and other documentation.
• Ability to work independently while collaborating effectively with sales, catering, hotel operations, and other departments.
• Proficiency in Microsoft Office applications and the ability to learn property-specific sales, catering, reservation, and point-of-sale systems.
• Professionalism, dependability, adaptability, and a commitment to exceptional guest and client service.

Education & Experience:

• A bachelor’s or associate degree is preferred. Hospitality management degree is preferred or relevant experience.
• Prior sales experience is a plus but not required.
• Valid driver’s license and proof of current vehicle insurance required.
• Reliable transportation for travel to regional locations. Traveling by vehicle or air to various locations, conferences, etc.

Hours and Work Environment:

• Due to the nature of the hospitality industry, this position requires a flexible schedule, including days, evenings, weekends, holidays, and extended hours based on business needs and scheduled events.
• This position is performed primarily on-site and requires regular movement throughout the hotel, banquet facilities, meeting rooms, guest areas, kitchens, storage areas, and outdoor event spaces as business needs require.

Physical Requirements of the Position:

• Ability to stand and walk for extended periods throughout scheduled shifts.
• Frequently bend, stoop, kneel, crouch, reach, push, pull, and climb stairs while preparing and supporting events.
• Frequently lift, carry, push, or move up to 40 pounds and occasionally assist with heavier items.
• Ability to set up and break down tables, chairs, linens, décor, signage, and event equipment.
• Manual dexterity to operate computers, office equipment, telephones, and event equipment.
• Ability to work indoors and outdoors in varying weather conditions as business needs require.

Environmental Conditions:

• General interior office environment.
• Minimum distraction primarily from phones and brief interruptions.
• Protection from weather conditions but not necessarily from temperature changes.

O’Reilly Hospitality Management, LLC, is an equal opportunity employer. Employment selection and related decisions are made without regard to age, race, color, sex, sexual orientation, gender identity, national origin, religion, genetic information, disability, protected veteran status or other protected classifications.