Now Hiring - PGA National Resort & Spa - Catering Sales Coordinator in Palm Beach Gardens, FL

Full description of the position

The Catering Sales Coordinator provides administrative and operational support for the catering team and is responsible for assisting with the planning, coordination, and execution of catering events, while maintaining strong client relationships and ensuring a high level of service. The role is ideal for a detail-oriented professional with strong organizational skills and a passion for hospitality. ESSENTIAL JOB FUNCTIONS Primary Responsibilities: * Administrative Support: * Provide day-to-day administrative support to the team, including scheduling meetings, preparing contracts, proposals, banquet event orders (BEOs), group event resumes, invoices, and client correspondence. * Support with client gifting, amenities, menus, signage, and other event-related materials. * Event Coordination Assistance: * Respond to client calls and special requests and obtain final details, dates, times, and hotel room and meeting room requirements. * Assist with coordinating tastings, site tours, and event logistics in partnership with catering and banquet managers. * Coordinate outside vendor services needs where appropriate * Client Communication: * Follow up with clients for documents, confirmations, and payments. * System Management: * Enter and maintain accurate information in catering and CRM software systems (e.g., Delphi, Social Tables). * Document Management: * Maintain organized digital and physical event files, contracts, and reports. * Reporting & Tracking: * Generate weekly, monthly, and quarterly reports as requested. * Internal Coordination: * Distribute BEOs and other event documents to relevant departments (banquets, culinary, front office) in a timely and accurate manner. * Billing Support * Assist with billing, invoicing, deposits, and post-event financial reconciliation. * This position may also perform other duties as assigned (guest room tours, property tours, special guest requests, maintaining calendars, answering phones. * Requirements include a High School diploma or equivalent, plus 2 years experience in a sales/catering office or related field. * College Degree and prior sales experience is preferred. * Type at least 50 wpm; proficient Microsoft office skills * Proficient in Microsoft Office (Excel, Word, Outlook); familiarity with Delphi is a plus. * Able to work nights, weekends, and holidays SKILLS AND ABILITIES Language Skills: Excellent service skills including etiquette and ability to work with the public. Knowledge of communications skills, organization skills, ability to deal with diverse clientele, golf knowledge is a plus. Reasoning Ability: Ability to solve problems and deal with a variety of variables in situations where only limited standardization exists. Ability to provide and interpret a variety of instructions furnished in written, oral, diagram or schedule form. Other Skills and Abilities: Ability to communicate and work well with fellow employees and other departments. Maintain a presentable appearance, behavior and manner at all times. Ability to process administrative work. Ability to manage multiple tasks effectively. PHYSICAL DEMANDS While performing the duties of this job, the employee will be sitting for extended periods of time answering and sending emails. Might regularly stand, walk, and talk. Th employee frequently is required to use hands to grab, move, lift, or feel objects, and use telephone and copier machine.