Catering & Event Services Coordinator

Job Description Summary
The Catering & Event Services Coordinator supports the Catering and Events team by providing administrative, operational, and client-service assistance for group, meeting, and social event bookings. This role ensures accurate communication between sales, operations, culinary, and clients, contributing to seamless event execution and guest satisfaction.

Job Description
Administrative & Sales Support

• Assist Catering, Events and Convention Services Managers with preparing proposals, contracts, banquet event orders (BEOs), resumes, and addendums.
• Maintain event files, group blocks, and documentation in the hotel's sales system (e.g., Delphi, Opera).
• Manage incoming inquiries, distribute leads, and provide follow-up to clients as directed.
• Prepare and distribute daily, weekly, and monthly reports (BEO packets, group summaries, trace reports, etc.).

Client & Event Coordination

• Serve as a point of contact for clients for basic questions, document updates, and scheduling.
• Coordinate site tours, tastings, and client meetings.
• Assist with gathering menu selections, AV needs, room setups, and event details.
• Support onsite event needs such as signage, place cards, menu cards, and welcome materials.

Communication & Interdepartmental Support

• Ensure accurate and timely communication of event details to Banquet, Culinary, Front Office, Housekeeping, and other internal departments.
• Distribute final BEOs and event materials to operational teams.
• Assist in resolving client concerns or last-minute changes in collaboration with managers.

Operational Support

• Assist with event setup, check-ins, and administrative duties during peak periods.
• Update reader boards, digital signage, and communication boards as assigned.
• Maintain inventory of office supplies, event materials, and collateral.

Financial & Billing Support

• Assist with preparing banquet checks, tracking deposits, and processing billing corrections.
• Assist with conducting post-event follow-up: distribute invoices, close files, and track payments.

Qualifications
Education & Experience

• High school diploma required; associate or bachelor's degree in hospitality preferred.
• Previous experience in hotel sales, banquets, or administrative support is a plus.
• Skills & Abilities
• Strong organizational, time-management, and multitasking skills.
• Excellent written and verbal communication.
• High proficiency in Microsoft Office; familiarity with hotel sales systems preferred.
• Ability to remain calm, professional, and detail-oriented in a fast-paced environment.
• Customer-service focused; able to build positive client relationships.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Occasional lifting of up to 25 lbs (event materials, binders, signage).

Work Environment

• Predominantly office-based with regular interaction in meeting rooms and event spaces.
• Variable hours may be required during peak event periods.

All qualified applicants will receive consideration for employment regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

Additional Job Information/Anticipated
Pay Range
$27.50 to $28.50 / hour. Base pay offered may vary depending on various factors including but not limited to job related knowledge, skills and job specific experience/overall experience.

Benefits
Sonesta recognizes that benefits play a vital role in helping ensure the health and financial security of employees and their families. We offer a variety of benefits to our employees including:

• Medical, Dental and Vision Insurance
• Health Savings