Hotel Reservations & Catering Sales Coordinator

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Full Time Graduate Hotel - Richmond, Richmond, VA, US

14 days ago Requisition

Salary Range: $21.00 To $24.00 Hourly

THE ROLE

The Reservations & Catering Sales Coordinator will have three primary areas of responsibility:

University & Institutional Reservations – Serve as the primary administrative contact for assigned university and institutional travel, including VCU, University of Richmond, and other college-related departments and organizations.

Catering & Event Coordination – Support the Sales & Catering Manager with the administrative details of meetings, catering events, weddings, social events, and other functions.

Sales Team Support – Keep the sales process organized by managing documentation, follow-up, reservations, CRM updates, BEOs, group information, and other administrative details that allow our sales leaders to focus on building relationships and generating revenue.

This position is not initially responsible for independently selling catering business
. As you develop your knowledge and skills, you'll have opportunities to learn additional sales and event responsibilities and grow within the organization.

Serve as a primary point of contact for assigned VCU, University of Richmond, and other university/college departments and organizations.

Coordinate direct-bill departmental reservations and already-contracted group reservations.

Manage rooming lists, reservation changes, cancellations, extensions, special requests, and other group needs.

Assist Sales Managers with maintaining contracted room blocks.

Monitor group pickup and cutoff dates and communicate concerns to the appropriate Sales and Revenue team members.

Coordinate billing instructions, direct-bill information, tax-exempt documentation, and payment details.

Work closely with Front Office, Reservations, Revenue Management, and Sales to ensure reservations are accurate.

Maintain organized records and account history for recurring university and institutional business.

This role focuses on departmental and organizational travel—not transient parents, fans, or general college visitors.

You'll work closely with the Sales & Catering Manager to make sure every detail of an event is handled accurately and communicated effectively.

You'll:

Prepare and maintain BEOs, event orders, group resumes, timelines, and other event documents.

Collect final guest counts, menu selections, guarantees, and event details.

Follow up with clients regarding outstanding information and deadlines.

Coordinate event changes and communicate them to the appropriate hotel departments.

Assist with billing information, deposits, concessions, and other event documentation.

Prepare and distribute event information to Food & Beverage, Banquets, Front Office, and other departments.

Assist with pre-event and post-event communication.

Support client needs and help ensure a seamless event experience.

Our Sales Managers are focused on selling and building relationships
. You'll help make sure the details behind those sales stay organized.

You'll:

Maintain CRM records, leads, accounts, activities, and event information.

Assist with proposals, contracts, correspondence, reports, and other sales documentation.

Track follow-up items, deadlines, room blocks, and outstanding information.

Assist with sales reports, forecasts, meetings, and business reviews.

Maintain accurate group histories and account files.

Support site tours, client meetings,…