Job Summary: The Event Catering Coordinator is responsible for driving new business and managing existing accounts by handling group sales, catering events, and meeting space bookings. This role is essential in the creation and execution of events, from booking and planning to managing room blocks, banquets, and catering. A successful candidate will have excellent sales and customer service skills, ensuring a balance between client desires and property needs while promoting revenue growth. The coordinator will work in a team-driven atmosphere, representing the facility and working towards the highest standards of guest service. This position covers multiple state park operations and requires flexibility for local area travel.
Job Description:
Essential Functions:
Sales and Business Development:
Proactively target and secure new business for room blocks, group sales, banquets, and catering events.
Develop and maintain strong relationships with key clients to maximize revenue opportunities.
Conduct appointment-oriented sales communications and follow up with leads to ensure sales targets and revenue goals are achieved.
Promote facility's services, including catering, meeting spaces, and room blocks, by leveraging marketing resources provided by the corporate office.
Event Coordination:
Coordinate and manage all aspects of catering and events, from initial inquiry to event execution.
Work closely with clients to develop customized event plans, including menu selections, BEOs (Banquet Event Orders), room setups, and timelines.
Oversee the preparation and service of food and beverage, ensuring exceptional quality and guest satisfaction.
Manage logistics, including coordinating staffing, room arrangements, AV equipment, décor, and other event-specific requirements.
Ensure that all events are executed seamlessly, on time, and within budget, while maintaining the highest level of service.
Client Relationship Management:
Build and sustain long-term relationships with clients through consistent communication and professional service.
Address client inquiries, requests, and concerns promptly, ensuring the best possible guest experience.
Continuously identify opportunities for repeat business and referrals from satisfied clients.
Operational and Financial Oversight:
Assist with the creation of customized menus and event plans that meet client specifications and budget constraints.
Manage costs and budgets for catering services, ensuring efficiency and profitability.
Monitor event performance to ensure compliance with facility standards and client expectations.
Review and approve event contracts and invoices to ensure accurate billing and timely payments.
Team Collaboration and Training:
Work closely with internal teams including Food & Beverage, Reservations, and Unit Management to ensure smooth execution of all events.
Train and guide catering staff to provide excellent customer service and adhere to event protocols.
Collaborate with the management team to develop sales strategies and monitor performance.
Compliance and Safety:
Adhere to company policies, including sales procedures and operational standards.
Maintain awareness of safety regulations and report any issues to the appropriate management staff.
Skills and Knowledge Requirements:
Education & Experience:
High School Diploma or GED required; Bachelor's or Business Degree preferred.
At least 2 years of experience in event management, catering, or sales within the hospitality industry.
Technical Skills:
Proficient in Microsoft Office Suite (Word, Excel, Outlook) and other standard office equipment.
Experience with event management software or catering systems a plus.
Key Competencies:
Strong interpersonal and communication skills with the ability to build relationships with clients, vendors, and internal teams.
Ability to effectively organize, plan, and prioritize multiple events and tasks simultaneously.
Excellent problem-solving skills and the ability to handle unforeseen challenges during event execution.
High level of customer service skills; active listening and an ability to anticipate client needs.
Strong attention to detail and ability to manage event logistics from start to finish.
Travel and Flexibility:
Frequent local and national travel required to attend events and meetings.
Ability to work evenings, weekends, and holidays as necessary to meet client demands.
Physical and Mental Requirements:
Ability to sit for extended periods, particularly while working at a desk or on a computer.
Ability to stand and walk for long durations, particularly during event setup and execution.
Ability to communicate effectively in English, both verbally and in writing.
Ability to lift up to 15 lbs regularly and up to 30 lbs occasionally.
Occasional stooping, kneeling, or crouching required during event setups.
Strong multitasking and organizational skills, with the ability to handle stress in high-pressure situations.
Skills and Knowledge Requirements:
Education & Experience:
High School Diploma or GED required; Bachelor's or Business Degree preferred.
At least 2 years of experience in event management, catering, or sales within the hospitality industry.
Technical Skills:
Proficient in Microsoft Office Suite (Word, Excel, Outlook) and other standard office equipment.
Experience with event management software or catering systems a plus.
Key Competencies:
Strong interpersonal and communication skills with the ability to build relationships with clients, vendors, and internal teams.
Ability to effectively organize, plan, and prioritize multiple events and tasks simultaneously.
Excellent problem-solving skills and the ability to handle unforeseen challenges during event execution.
High level of customer service skills; active listening and an ability to anticipate client needs.
Strong attention to detail and ability to manage event logistics from start to finish.
Travel and Flexibility:
Frequent local and national travel required to attend events and meetings.
Ability to work evenings, weekends, and holidays as necessary to meet client demands.
Physical and Mental Requirements:
Ability to sit for extended periods, particularly while working at a desk or on a computer.
Ability to stand and walk for long durations, particularly during event setup and execution.
Ability to communicate effectively in English, both verbally and in writing.
Ability to lift up to 15 lbs regularly and up to 30 lbs occasionally.
Occasional stooping, kneeling, or crouching required during event setups.
Strong multitasking and organizational skills, with the ability to handle stress in high-pressure situations.
Founded in 1917, Guest Services has worked tirelessly to earn the reputation as the premier hospitality management company and National Park Service concessionaire in the United States. Guest Services takes great care and pride in providing best-in-class services across a wide variety of client sites including luxury communities, hotels, resorts, government and business dining facilities, full-service restaurants, state and national parks, outdoor recreation, boathouses, marinas, museums, conference centers, senior living communities, health care systems, school and university dining facilities, and specialty retail stores.
Guest Services, Inc. is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment and promotion without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.
OUR COMMITMENT TO DIVERSITY, EQUITY, & INCLUSION: We embrace Diversity, Equity, and Inclusion (DEI) and the richness it brings to our company. Our commitment is to provide an inclusive workplace where individuals can bring their whole selves to work, enabling them to provide the best level of service to our diverse customer base.
