On-Site Events & Catering Sales Specialist

Cherry Valley Hotel; Woburn (MA); On-site; USD 42,000 - 62,000; Full time

Job summary

Cherry Valley Hotel in Woburn, MA is seeking an experienced Event Coordinator to respond to catering inquiries, assist with group room blocks, and coordinate social events and corporate meetings. You will prepare BEOs and contracts with the Director of Sales, conduct property tours, and maintain active follow-up on leads.

On-site oversight includes monitoring event spaces, coordinating with banquet staff and hotel operations, and ensuring flawless execution.

Qualifications

• 5+ years of hotel, hospitality, or events experience preferred.
• Familiarity with hotel sales processes, catering operations, or event coordination a plus.
• Strong interpersonal, organizational, and written communication skills.
• Ability to adapt quickly across departments and tasks with a calm, solutions-oriented demeanor.
• Proficiency in Microsoft Office; experience with Delphi, PEP, GRO, Opera a plus.
• Flexible availability including evenings and weekends as event schedules require.
• Ability to remain on feet for extended periods and move through event spaces throughout a shift.

Responsibilities

• Respond to inbound catering inquiries and assist with group room blocks, social events, and corporate meeting requests.
• Prepare and present event proposals, BEOs, and contracts in coordination with the Director of Sales.
• Conduct property tours for prospective clients and maintain active follow-up on leads.
• Support prospecting efforts, outreach, and account management as directed.
• Maintain accurate records in the property's CRM/sales systems, including Delphi, Pep, and Hilton systems.
• Have a timely conversation with the client regarding the details of the event to create BEOs and resumes for the hotel.
• Presenting Banquet Event Orders (BEOs) and Resumes at the weekly BEO/Resume meeting by detailing each departments responsibilities during the event. Distribute the information to all operational departments (i.e. Front Office, Housekeeping, Engineering, AV company, and Accounting) on a weekly basis.
• Partner with clients to develop detailed event specifications including room setup, menu selections, A/V requirements, décor, timeline, and special requests
• Translate client vision into accurate, executable Banquet Event Orders (BEOs) distributed to all operational departments
• Serve as the primary point of contact for clients during the planning and detailing phase, ensuring all commitments are clearly documented and communicated
• Conduct pre-event walkthroughs with clients and operations teams to confirm readiness and alignment
• Coordinate with F&B, Banquets, Housekeeping, and Engineering to ensure seamless event execution
• Maintain a visible, professional presence in all customer-facing event spaces during active functions
• Monitor event rooms and public areas throughout the event to ensure setup accuracy, cleanliness, and adherence to the BEO
• Serve as the on-site point of contact for the client during the event, proactively addressing needs, resolving issues, and managing last-minute changes
• Coordinate with banquet staff, catering leads, and hotel operations in real time to maintain service standards
• Conduct post-event follow-up with clients to gather feedback, address any concerns, and nurture the relationship for repeat business
• Attend daily sales stand-ups and Daily Business Review calls.
• Participate in weekly BEO/Resume meetings and weekly sales meetings.
• Maintain proactive communication across departments to ensure smooth event execution.
• Clear communications with the Director of Sales and/or General Manager of daily tasks.
• Front Desk / Guest Services operations
• Banquet and event setup or breakdown
• Administrative and back-office support
• Any additional duties as assigned by hotel leadership

Skills

Interpersonal skills

Organizational skills

Written communication

Adaptability

Problem solving

Customer service

Tools

Delphi

PEP

GRO

Opera

Microsoft Office

Job description

Cherry Valley Hotel in Woburn, MA is seeking an experienced Event Coordinator to respond to catering inquiries, assist with group room blocks, and coordinate social events and corporate meetings. You will prepare BEOs and contracts with the Director of Sales, conduct property tours, and maintain active follow-up on leads.

On-site oversight includes monitoring event spaces, coordinating with banquet staff and hotel operations, and ensuring flawless execution.