Sales & Catering Coordinator

  • Hilton Vancouver Downtown Hotel
  • Front-line
    • Full Time | 
    • Permanent
  • 433 Robson Street Vancouver, Vancouver
  • 1 FT position available
  • Accessible Employer: Yes
  • Open to International applicants with valid Canadian Work permits: Yes
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Posted on June 11, 2024

Job Description

Reporting to the Director of Sales & Marketing, responsibilities and essential job functions include but are not limited to the following:

The Sales & Catering coordinator will act as the on-property coordinator for groups, film & entertainment customers, social events, and local catering meetings. The position is responsible for coordinating and managing the usage and flow of all 6 catering spaces (Meeting rooms), as well as the 206 guestrooms. With a focus on details and upselling the ideal candidate will have a knowledge and/or experience working in a fast-paced hotel with conference or meeting space.

The Sales & Catering coordinator will manage the process for all meetings from start to finish, including working with accounting on billing. The ideal candidate will have excellent communication skills as they will be the liaison between several departments including, front office/operations, food & beverage, sales, and banquets. Attention to detail is an absolute must for this position.

Candidates will actively upsell each business opportunity, once confirmed by the group sales manager. This includes preparing various documents such as, proposals, contracts, event orders, pro-forma invoices and banquet checks. The coordinator will help with managing the catering spaces for corporate events, social events, and groups (corporate and film & entertainment) with or without guest-rooms. This position is the liaison between all departments involved with a group or catering only meeting. Therefore, the candidate must possess excellent communication and people skills. The ideal candidate will work closely with the internal sales team and external clients to execute a flawless meeting and communicate all pertinent details to the appropriate departments.

Candidates work most closely with the group sales manager to achieve business goals and help execute a meeting to the client’s exact standards. Achieves personal and team related revenue goals. Ensures all catering space usage is maximised and works with all necessary parties from solicitation to processing of bills and invoices for payment. Responsible for driving customer loyalty within the group and catering segments by delivering service excellence throughout each customer experience.

Responsibilities & Qualifications

Hotel experience is a must
Catering or banquets experience an asset
Catering a conference services experience an asset
Skills and Knowledge:
This role is an “administrative” role where the candidate would service all meetings and catering events that take place in the hotel.
Works closely with the Food & Beverage team to execute a flawless meeting with food & beverage requirements.
Posts all necessary details and requirements into the inventory management system
Previous experience using Customer Relationship Management (CRM) systems. Delphi or CI/TY experience an asset
Processes all Banquet Event Orders (BEO’s) with flawless efficiency
Works closely with accounting and front office for billing and payments for groups and/or catering only meetings.
Ability to understand, execute and support Hilton Customer Service and Brand Standards
Ability to multi-task and deliver on promised or implied deadlines within the fast-paced banquet/catering industry
Leverage the various Hilton corporate incentives such as Hilton Honors rewards points for both individual and group booking clients to gain share over competitive set hotels

Working most closely with the group sales manager, the sales & catering coordinator should have a good understanding of various revenue management principles including; selling by room type, selling during compression periods, actively blocking and holding rooms for potential groups to ensure the hotel meets or exceeds it’s revenue goals in the group, film & entertainment, and catering segments.
Ability to work collaboratively with hotel service team in providing exceptional customer service. Most importantly will be the ability to work closely with the food & beverage department to maximize the sales and inventory of a limited amount of meeting space. This includes selling/upselling clients into the various meeting spaces available
Superior guest relation skills
Possesses excellent telephone sales skills – demonstrate the ability to actively call clients to capture exact details for a flawless execution of their required meeting.
Excellent understanding of sales processes; can effectively upsell products and services; can bring a sale to closure
Knowledge of overall hotel operations and departments as they relate to each other and associated challenges. Including accounting and front office operations to ensure proper billing.
Knowledge of hotel specific business segments (e.g. group, catering, transient)
Knowledge of contractual agreements and legal implications (attrition, cancellation, food & beverage minimums)
Knowledge of food trends, food and beverage composition and menu planning
Knowledge of need time strategy as developed by the DOSM and Revenue Manager
Strong customer development and relationship management skills
Understands revenue management functions and account profitability
Effective decision-making skills
Ability to influence others
Strong problem-solving skills
A keen eye for details is a must
Ability to develop and maintain relationships e.g., associates, customers, vendors
Good negotiation skills
Strong presentation skills
Strong communication skills (verbal, listening, writing)
Strong organization skills
Ability to use standard software applications and hotel systems (e.g. Delphi, OnQ, and general revenue management for both guestrooms and meeting space.)

Education or Certification
4-year bachelor’s degree or 2-year Diploma in Hotel / Hospitality / Tourism from an accredited university in Business Administration, Finance and Accounting, Economics, Hotel and Restaurant Management, or related major; 2 years experience in the revenue management, sales and marketing, or related hotel professional area (such as catering or banquets).

Employee Status: Full Time starting early July 2024.


45,000 plus

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