Sales Catering Coordinator

Garden of the Gods Resort and Club; Colorado Springs (CO); On-site; USD 42,000 - 60,000; Full time

Job summary

Garden of the Gods Resort and Club seeks an organized Event Coordinator to support the Sales & Catering team and Membership Sales Manager, under the direction of the Director of Sales & Marketing. You will manage contracts, BEOs, client site visits, and post-event documentation to ensure seamless events and exceptional guest experiences.

Ideal candidates have 2+ years in luxury resort events or coordination, strong MS Office skills, and experience with Delphi and other hotel sales systems.

Qualifications

• Proficient computer skills and in-depth knowledge of MS Office Suite.
• 1 Year Delphi Classic, Delphi FDC, Opera Sales & Catering or similar sales & catering software.
• Preferred knowledge of Jonas, Micro's software or other similar business enterprise or POS related programs.
• Room diagram software such as Meetings Matrix, Allseated, or Social Tables.

Responsibilities

• Promote a proactive work environment that creates teamwork and quality service.
• Drafts and coordinates event paperwork, including contracts and group event orders.
• Enter contractual event data into Delphi FDC and ensure accuracy of room, banquets, and catering details.
• Coordinate with other hotel departments to deliver quality service to clients and members.
• Assist with client site visits and manage in-house meetings and events from booking to BEO creation.
• Maintain post-event files, invoices, and closing inventories; record actual guest counts and revenues.

Skills

MS Office Suite

Tools

Delphi Classic

Delphi FDC

Opera Sales & Catering

Jonas

Micro's software

Meetings Matrix

Allseated

Social Tables

Job description

Position Purpose & Summary

Provides ongoing support to the Sales & Catering department and Membership Sales Manager as outlined below in this job description and as directed and assigned by the DOSM

Position Purpose & Summary

Provides ongoing support to the Sales & Catering department and Membership Sales Manager as outlined below in this job description and as directed and assigned by the DOSM

Essential Functions

• Promote a proactive work environment that creates an atmosphere of teamwork and quality service.
• Perform "other" job-related duties as assigned by management, which achieve the established goals of the Sales & Catering team, department and clients.
• Default Lead Coordinator to field inquiries and forward questionnaires to potential clients and advise Sales Managers once the questionnaire has been returned.
• Drafts and coordinates event paperwork, including but not limited to contracts, credit card authorizations, group event orders and work requests.
• Work with other departments within the hotel to provide quality service to customers and members.
• Assist with client site visits as requested by sales team.
• Responsible for all In-House Meetings and Events to include booking, planning, coordinating, and creating BEO's as needed.
• Maintains customer file management according to GGRC standards for all events.
• Enter contractual event data for programs into Delphi FDC (sales system) on an as needed basis.
• Upon receipt of a signed contract, ensure that the data in the Delphi FDC system is accurate with guest rooms, banquets, catering, and event space requirements.
• Prepare copies of the necessary information for Conference Planning, Accounting and Group rooms, turnover process (i.e., turning a file "definite"), as well as the handling and processing of the canceled agreements.
• Responsible for Event menus and all signage to include directional signs.
• Performs other related duties as outlined by Sales & Catering Managers and Director of Sales & Marketing.

Additional Duties And Responsibilities

• Maintains post-event files and ensures invoices, receipts and closing inventories copies are maintained and records actual final guest count and revenues in Delphi.
• Maintains complete and in-depth files on all future and past events and private parties as directed by departmental standards as a backup to Catering as needed.
• Excellent communication skills, both written and verbal required.
• Attend training as assigned.
• Practice and observe safety rules and regulations and encourage others to do the same.
• Timely participates in morning stand up, weekly operations meetings and staff meetings as required.
• Follows the company's guidelines for daily professional attire, appearance, and grooming.
• Greet every guest, member, and team member with "I Am Proud" standards and set a positive tone for every interaction.
• Provide extraordinary service that is "Enriching by Nature."
• Embrace, embody, demonstrate, and encourage wellness and the STRATA virtues through interactions, performance, and commitments.
• Uphold the Garden of the Gods Resort and Club's brand, culture, vision, mission, and values.
• Be empowered to make things go right if they go wrong.
• Give the guest/member a fond farewell.
• Address feedback by utilizing the LEARN Model.
• Comply with company policies and procedures.

Marginal Functions

• Interface positively with other departments, helping when needed.
• Displays care for the use of equipment and maintain an organized and professional work environment.

Position Requirements

• Minimum Knowledge & Skills:
• 1 Year Delphi Classic, Delphi FDC, Opera Sales & Catering or similar sales & catering software
• Preferred knowledge of Jonas, Micro's software or other similar business enterprise or POS related programs
• Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite
• Room diagram software's such as Meetings Matrix, Allseated, or Social Tables
• Formal Education and Job-Related Experience:
• 2+ years previous Coordinator experience within luxury resort market or similar role preferred.
• License, Registration, and/or Certification Required:
• Valid Driver's License Required

External And Internal Personal Contact

• Communications:
• Daily – Participating in meetings; conducting meetings / leading group discussions
• Weekly – Consulting to others; making formal presentations and speeches
• Occasionally – Participate in one-on-one coaching sessions with sales team

Teamwork and Collaboration

This position requires continuous teamwork as well as internal and cross-departmental communication.

Additional Licenses And/or Certifications Required

• Valid Driver's License
• CPR Certification
• Food Protection Manager Certification
• Food Handler Certification
• Alcohol Server/Seller Certification

Position Analysis/Specifications

• Sitting
• Standing
• Walking
• Bending Over
• Crawling
• Reaching
• Crouching
• Kneeling
• Balancing
• Pushing / Pulling
• Lifting / Carrying 10 lbs. or less
• Lifting / Carrying 11 to 25 lbs.
• Lifting / Carrying 26 to 50 lbs.
• Lifting / Carrying 51 to 70 lbs.
• Manual Dexterity
• Fine Motor Skills
• Gross Motor Skills
• Eye / Hand Coordination
• Near Vision
• Far Vision
• Color Recognition
• Hearing

Environmental Factors

• Working Outside
• Working Inside
• Working Alone
• Working Closely with Others
• Excessive Cold / Heat
• Excessive Humidity / Dampness
• Noise / Vibrations
• Working Above Ground
• Working Below Ground
• Working with Chemicals / Detergents / Cleaners
• Working Around Fumes / Smoke / Gas
• Walking on Uneven Surfaces
• Operating Motorized Equipment or Vehicles
• Working Around/Near Machinery/Motorized Equipment
• Climbing on Scaffolds or Ladders
• Continuous use with a Computer and Keyboard

The Garden of the Gods Resort and Club offers a diverse, dynamic, and thriving environment that supports career development for all our team members.