Catering & Events Coordinator

Responsibilities

• Provide administrative and coordination support to the Catering and Events team throughout the event planning process.
• Serve as a professional point of contact for clients, responding to inquiries, coordinating requests, and directing matters to the appropriate Catering or Event Manager as needed.
• Prepare, review, revise, and distribute Banquet Event Orders (BEOs), ensuring event information is complete, accurate, and communicated to appropriate hotel departments.
• Assist with detailing confirmed events, including meeting room requirements, food and beverage arrangements, audiovisual needs, timelines, special requests, amenities, and other event specifications.
• Prepare and distribute group resumes, event schedules, change logs, daily event information, and other documents necessary for successful event execution.
• Coordinate event updates and revisions, ensuring changes are communicated accurately and promptly to Banquets, Culinary, Stewarding, Front Office, Reservations, Housekeeping, Engineering, Audio Visual, Accounting, and other affected departments.
• Assist in obtaining and documenting final event details, including attendance guarantees, menu selections, room setups, timing, billing instructions, special dietary requirements, and other client specifications.
• Support coordination of group room blocks, rooming lists, reservation requirements, amenities, VIP arrangements, and other group-related needs as applicable.
• Maintain accurate and current client, group, and event information within Marriott CI/TY and other applicable hotel systems in accordance with department standards.
• Maintain organized electronic and physical event files, correspondence, contracts, BEOs, and supporting documentation.
• Assist with preparing proposals, contracts, menus, event materials, information packets, and client correspondence as needed.
• Generate departmental reports, assemble event materials, and maintain accurate records to support the Catering and Events team.
• Coordinate and schedule client meetings, site visits, planning meetings, tastings, internal meetings, and other event-related appointments as requested.
• Assist Catering and Event Managers in preparing for pre-convention meetings, resume meetings, BEO meetings, and other operational planning meetings.
• Proactively follow up on outstanding event information and deadlines to help ensure details are finalized and communicated in a timely manner.
• Support Event Managers in monitoring upcoming programs and identifying missing information, conflicting details, or potential operational concerns requiring follow-up.
• Communicate professionally and promptly with clients throughout the planning process, providing a high level of responsiveness and service.
• Build strong working relationships with hotel operating departments and promote effective communication and collaboration across teams.
• Assist with event-day needs as requested, including communicating last-minute changes and helping ensure client requests are directed to the appropriate operational team.
• Proactively seek feedback and communicate opportunities or concerns to appropriate departments to support seamless event execution and an elevated guest experience.
• Maintain a high level of accuracy and attention to detail when handling event specifications, contractual information, billing instructions, and client requests.
• Protect confidential client, guest, associate, and hotel information and exercise appropriate discretion in all communications.
• Demonstrate fiscal responsibility by using hotel resources thoughtfully and identifying opportunities to improve efficiency without compromising the client or guest experience.
• Contribute to a positive, collaborative workplace characterized by professionalism, respect, inclusion, teamwork, and accountability.
• Consistently support exceptional service standards and seek opportunities to enhance the client and guest experience.
• Perform other duties and responsibilities as assigned.

Requirements

• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple events, deadlines, requests, and competing priorities simultaneously.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to communicate effectively with clients, hotel leaders, associates, and colleagues across multiple departments.
• Demonstrated ability to anticipate needs, follow through on commitments, and maintain accuracy in a fast-paced environment.
• Proficiency with Microsoft Office applications and general business technology.
• Ability to exercise sound judgment and maintain professionalism when handling confidential or sensitive information.
• Flexible and adaptable, with the ability to respond effectively to changing event requirements and last-minute needs.
• A collaborative, service-oriented approach and demonstrated commitment to supporting both internal and external clients.

Nice to have

• Previous administrative, catering, events, conference services, sales, or hospitality experience preferred.
• Previous experience in a full-service, upscale, luxury, convention, or conference hotel environment strongly preferred.
• Experience with Marriott CI/TY or a comparable sales and catering system preferred.