Sales and Catering Coordinator

The Sales and Catering Coordinator provides administrative and operational support to the Sales and Catering team through coordination of event details, preparation of contracts and banquet event orders, client communication, and maintenance of sales systems and records. This position serves as a liaison between clients and resort departments to ensure successful execution of group events, meetings, banquets, weddings, and special events while supporting revenue growth and exceptional guest service.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide administrative support to the Sales and Catering team to ensure the successful planning and execution of meetings, conferences, banquets, weddings, and special events.
• Serve as a primary point of contact for clients regarding event details, changes, deposits, rooming lists, and event logistics.
• Prepare, update, and distribute Banquet Event Orders (BEOs), event resumes, contracts, diagrams, and other event-related documentation.
• Enter and maintain accurate client, event, and billing information within sales and catering systems.
• Coordinate event logistics including meeting room setups, banquet requirements, menu selections, audiovisual needs, timelines, guest counts, and special requests.
• Communicate event details and updates to internal departments including Banquets, Culinary, Hotel Operations, Facilities, Security, Marketing, and other operational teams.
• Schedule client appointments, site tours, planning meetings, and event walkthroughs.
• Monitor event timelines and ensure required documentation, deposits, insurance certificates, and approvals are received prior to event execution.
• Assist with preparing proposals, contracts, invoices, reports, correspondence, and other sales-related materials.
• Maintain group room blocks, rooming lists, reservation cut-off dates, and lodging requirements associated with group business.
• Coordinate with vendors and service providers regarding rentals, audiovisual equipment, decorations, entertainment, transportation, and specialty event services.
• Prepare and distribute weekly event schedules, function sheets, and operational communications.
• Assist in tracking sales leads, inquiries, and event opportunities to support departmental revenue goals.
• Maintain organized electronic and physical event files in accordance with departmental standards.
• Review event documentation for accuracy and ensure all event details are properly communicated to operational departments.
• Support billing processes by assisting with deposits, invoicing, payment tracking, and event reconciliation.
• Attend departmental meetings, pre-convention meetings, and post-event reviews as assigned.
• Provide on-site event support as needed, including greeting clients, verifying event requirements, facilitating communication between departments, and assisting with issue resolution.
• Respond promptly and professionally to client inquiries, requests, concerns, and service recovery situations.
• Assist with maintaining inventory levels of banquet office supplies, event materials, signage, and related resources.
• Generate reports and provide administrative support related to event activity, revenue tracking, forecasting, and departmental metrics.
• Support marketing and promotional efforts related to group sales, catering services, and resort events as assigned.
• Maintain confidentiality of guest, client, team member, and business information.
• Deliver exceptional guest service while promoting the mission, vision, and values of Little Creek Casino Resort.
• Comply with all Tribal Gaming Commission regulations, company policies, internal controls, and departmental procedures.
• Maintain regular attendance and be available to work schedules that support business needs, including occasional evenings, weekends, and holidays.
• Travel as required to support business needs, including client meetings, trade shows, community events, and promotional activities.
• Perform other duties as assigned.

ESSENTIAL BEHAVIORAL EXPECTATIONS

• Maintain confidentiality.
• Be accountable to team members and the organization.
• Display sensitivity to Native American culture.
• Follow all company policies and procedures.
• Support mission, vision, and values.
• Practice emotional intelligence and professionalism.
• Deliver positive guest experiences.

PERSONAL COMPETENCIES

Demonstrates strong organization, communication, and attention to detail to support event execution and administrative accuracy. Builds positive relationships with clients and team members through clear and professional communication. Exhibits adaptability and problem-solving skills in a fast-paced environment while maintaining composure under pressure. Supports team collaboration and contributes to shared goals by coordinating effectively across departments. Maintains a working knowledge of hotel and food and beverage operations and event logistics to ensure quality outcomes.

S.I.G.E. TRIBAL - STATE COMPACT & ACCOUNTING & INTERNAL CONTROL DUTIES AND RESPONSIBILITIES:

Responsible for Internal Control and Compact compliance regarding Casino Operations and ensure compliance with regulations of the Tribal Gaming Commission.

SUPERVISORY RESPONSIBILITIES

This position has no direct supervisory responsibilities. May provide operational support and direction during events as assigned.