Sales Catering Coordinator

gardenofthegodsclub; Colorado Springs (CO); On-site; USD 42,000 - 56,000; Full time

Job summary

Garden of the Gods Club in Colorado Springs is seeking a dedicated Lead Coordinator to support the Sales & Catering department and Membership Sales Manager, reporting to the DOSM. The role focuses on coordinating events, managing client inquiries, and ensuring service quality.

You will draft contracts and coordinate BEOs, assist with site visits, and maintain accurate event data in the Delphi FDC system, while collaborating with hotel departments to deliver exceptional experiences for clients

Responsibilities

• Promote a proactive work environment that creates an atmosphere of teamwork and quality service.
• 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 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.
• Maintains post-event files and ensures invoices, receipts and closing inventories copies are maintained and records actual final guest count and revenues in

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

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