Sales & Catering Coordinator

The Westgate Hotel; San Diego (CA); On-site; USD 42,000 - 65,000; Part time

Benefits offered by this job

Medical, Dental, Vision, and Voluntary

401(k) Retirement Plan

Wellness and Employee Assistance

Hotel Stay Discounts

Employee Meals

AquaVie Fitness & Spa Membership

Training and Career Growth

Discounts at Grand America Hotels &amp

Convenient access to trolley and bus

Job summary

The Westgate Hotel in San Diego is seeking a Sales & Catering Coordinator to provide essential administrative and operational support for events, group bookings, and client communications.

You will work closely with Sales, Banquets, Culinary, and Front Office teams to ensure accurate proposals, contracts, and BEOs, while managing guest experiences and on-site event execution.

Qualifications

• 1+ year of experience in hotel Sales & Catering or related role.
• Strong organizational and administrative abilities.
• Excellent written and verbal communication.
• Proficiency with Microsoft Word and Excel; Opera PMS knowledge preferred.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.

Responsibilities

• Provide admin support: proposals, contracts, BEOs, quotes, invoices.
• Respond to inquiries within 24 hours via phone, email, or in person.
• Maintain organized client records and event details.
• Coordinate site visits, meetings, and post-event follow-ups.
• Collaborate with hotel departments to ensure seamless events.

Skills

Organizational skills

Administrative skills

Written and verbal communication

Time management

Interpersonal skills

Customer service orientation

Education

Hospitality experience preferred

Tools

Microsoft Word

Microsoft Excel

Opera PMS

Delphi

Job description

• On-site
• Part-Time
• Requisition #: SALES004429

Description

Join our Sales & Catering team and play an important role in supporting memorable events, group experiences, and successful client partnerships. As a Sales & Catering Coordinator, you will provide essential administrative and operational support to the Sales & Catering team while helping ensure every detail is organized, communicated, and executed with care.

This position is ideal for someone who is highly organized, detail-oriented, responsive, and enjoys working in a fast-paced hospitality environment. You will interact with clients, meeting planners, hotel departments, and sales leaders while supporting group bookings, event logistics, client communication, and daily sales activities.

What Your Day-to-Day Looks Like

• Provide administrative support to the Sales & Catering team, including preparing proposals, contracts, Banquet Event Orders (BEOs), quotes, reports, invoices, and correspondence
• Respond to and qualify incoming sales inquiries by phone, email, or in person in a timely and professional manner, with a goal of responding within 24 hours
• Maintain organized and accurate records of client interactions, bookings, sales activities, and event details
• Assist with client communication and provide information regarding hotel services, event spaces, amenities, and group offerings
• Support the coordination of client site visits, meetings, pre-convention meetings, post-event meetings, and follow-up communication
• Participate in site inspections and assist meeting planners and clients throughout the planning process
• Prepare sales materials, proposals, promotional collateral, sales kits, and other client-facing materials as needed
• Enter definite groups into Opera/PMS and ensure room inventory, group blocks, reservations, and billing information are accurately established
• Input rooming lists and process group reservation changes and cancellations as needed
• Monitor and audit group room blocks, pickup, inventory, and cut-off dates to support effective inventory management
• Enter and maintain weekly group pickup information in Delphi
• Communicate group requirements to hotel departments through resumes, BEOs, internal meetings, pre-convention meetings, and weekly BEO meetings
• Distribute daily change logs, weekly group room reports, event packets, and other operational communications
• Assist in coordinating event logistics, including meeting room setups, catering requirements, Audio-Visual needs, and special requests
• Collaborate closely with Banquets, Culinary, Front Office, Reservations, Housekeeping, Engineering, and other hotel departments to support seamless event execution
• Assist with in-house booking requests and group-related questions from internal departments
• Support event execution and serve as an on-site hotel contact when needed
• Answer department telephone calls, take messages, schedule appointments, and provide professional assistance to clients and hotel team members
• Assist with preparations for sales trips, trade shows, client events, and industry functions
• Support office organization, filing systems, data entry, supply ordering, and other departmental administrative needs
• Professionally represent the hotel during client functions, site inspections, industry events, and other sales-related activities
• Build positive client relationships by providing responsive, professional, and personalized service
• Support the Sales & Catering team in achieving departmental revenue goals and delivering exceptional guest experiences
• Perform additional duties and special projects as assigned

What You Bring to the Team

• Minimum of 1 year of experience within a hotel Sales & Catering department preferred
• 1–2 years of Front Desk, Reservations, Events, or equivalent hospitality experience preferred
• Strong organizational and administrative skills with excellent attention to detail
• Ability to manage multiple priorities, deadlines, and changing business needs
• Excellent written and verbal communication skills
• Strong interpersonal skills and the ability to work effectively with clients, colleagues, and hotel leadership
• Professional, responsive, and service-oriented approach to client interactions
• Strong time management skills and ability to work independently
• Self‑motivated with a willingness to take initiative and support the team wherever needed
• Ability to demonstrate empathy, patience, and professionalism when interacting with clients and colleagues
• Proficiency in Microsoft Word and Excel
• Opera PMS knowledge preferred
• Delphi knowledge preferred
• Ability to read and understand contracts, BEOs, rooming lists, and group‑related documentation
• Interest in professional growth and taking on increased responsibility within Sales, Catering, or Events

• Medical, Dental, Vision, and Voluntary Benefits
• 401(k) Retirement Plan
• Wellness and Employee Assistance Program
• PerkSpot Employee Discount Program
• Hotel Stay Discounts
• Employee Meals
• AquaVie Fitness & Spa Membership Discount
• Training and Career Growth Opportunities
• Discounts at Grand America Hotels & Resorts properties
• Convenient access to trolley stations and downtown bus routes

Schedule & Additional Responsibilities

• Typically scheduled 40 hours over five days, with schedules generally Monday through Friday based on business needs
• Some evenings, weekends, and holidays may be required to support event execution and serve as an on-site hotel contact
• Participate in special projects, task forces, hotel committees, and departmental initiatives as assigned
• Maintain flexibility to adjust schedules based on group, event, and operational needs

Physical Requirements

• Ability to sit, stand, walk, and move throughout the hotel as needed
• Ability to remain active during site inspections, meetings, and event support
• Ability to use standard office equipment and computer systems for extended periods
• Ability to occasionally lift, carry, push, or move materials associated with meetings, events, or sales activities
• Ability to work flexible schedules, including occasional evenings, weekends, and holidays based on business needs

Additional Information

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

This job description is intended to describe the general nature and level of work being performed. Duties and responsibilities may change at any time based on business needs.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.