Now Hiring - Hyatt - Catering Sales Administrator in Washington, DC

Full description of the position

About Thompson Washington DC At Thompson Washington DC, we create unforgettable experiences through thoughtful service, exceptional culinary offerings, and seamless event execution. From intimate social gatherings to large corporate meetings and weddings, our Catering & Events team plays a vital role in delivering luxury hospitality that exceeds expectations. We are seeking an organized, detail-oriented, and hospitality-driven Catering Sales Administrator to join our team. This position is perfect for someone who enjoys both administrative coordination and hands-on event execution while building relationships with clients and hotel teams.

Position Summary

The Catering Sales Administrator serves as the administrative backbone of the Catering & Events team while also acting as an operational partner during on- site events. This role manages contracts, Banquet Event Orders (BEOs), event documentation, client communications, and billing while ensuring all departments are aligned for successful execution. In addition to office responsibilities, this position will regularly oversee designated catering and banquet events on property, serving as the primary liaison between the client and hotel operations to ensure every event is executed flawlessly.

Key Responsibilities

Sales & Administrative Support

• Provide daily administrative support to the Catering & Events team.
• Answer phones, respond to client inquiries, greet guests, and maintain a professional office environment.
• Prepare proposals, contracts, banquet event orders (BEOs), invoices, group resumes, and other event documentation with exceptional accuracy.
• Maintain catering files, event calendars, and department records.
• Manage client information, bookings, and event details within Delphi.fdc, Envision, Opera, CI/TY, or other hotel sales systems.
• Coordinate internal communications between Sales, Banquets, Culinary, Front Office, Housekeeping, Engineering, and other departments. Event Planning & Execution
• Lead weekly Banquet Event Order (BEO) meetings by presenting detailed event information to culinary, banquet, and hotel leadership teams.
• Serve as the on-site contact for assigned banquet and catering events, ensuring every detail is executed according to client expectations.
• Monitor event timelines, room setup, food and beverage service, and event flow while proactively resolving issues.
• Conduct post-event walkthroughs and gather operational feedback to improve future events.
• Complete post-banquet recaps and financial check reviews daily. Client Experience
• Build strong relationships with clients by providing timely, professional communication throughout the planning process.
• Coordinate menu tastings, planning meetings, and site visits.
• Conduct property tours for prospective clients when needed.
• Respond promptly to client requests, changes, and special accommodations while maintaining the highest level of service. Financial & Operational Support
• Process deposits, final payments, and billing adjustments.
• Assist with post-event billing reconciliation and invoice accuracy.
• Ensure all financial transactions comply with hotel accounting policies.
• Support revenue optimization by ensuring event details and billing are accurate and complete.

Qualifications

• 12 years of administrative, catering, hotel, or event planning experience preferred.
• Experience within a hotel, luxury hospitality, restaurant, or food & beverage environment strongly preferred.
• Familiarity with Delphi.fdc, Envision, Opera, CI/TY, or similar hotel systems preferred.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Excellent verbal and written communication skills with a hospitality-first mindset.
• Outstanding organizational and time management skills with the ability to manage multiple priorities simultaneously.
• Strong attention to detail and commitment to accuracy.
• Ability to think quickly, solve problems proactively, and adapt to changing event needs.
• Professional appearance and demeanor with a passion for creating memorable guest experiences.
• Ability to work independently while collaborating effectively with multiple hotel departments.
• Flexible schedule, including evenings, weekends, and holidays as business demands require. Physical

Requirements

• Ability to stand and walk for extended periods during events.
• Ability to sit and work at a computer for prolonged periods.
• Frequent walking throughout the hotel to support meetings and events.
• Ability to bend, reach, push, pull, and lift up to 50 pounds.
• Ability to assist with event setup, signage, menus, and other event materials as needed.

Benefits

& Perks At Thompson Washington DC, we believe our team members are our greatest asset. We are proud to offer a comprehensive benefits package that supports your career and well-being.

Benefits

include:

• Competitive hourly pay
• Paid Time Off (PTO)
• Paid Sick Leave
• 401(k) Retirement Plan
• Medical, Dental, and Vision Insurance (for eligible team members)
• Hyatt Team Member Hotel Discounts at Hyatt properties worldwide
• Friends & Family Hotel Discount Program
• Employee Assistance Program (EAP)
• Paid training and professional development
• Opportunities for advancement within Hyatt and Oxford Hotels & Resorts
• A collaborative and inclusive workplace where hospitality and teamwork are at the heart of everything we do If you're passionate about hospitality, thrive in a fast-paced environment, and enjoy bringing exceptional events to life, we'd love to welcome you to the Thompson Washington DC team. Pay: $26.00 - $28.00 per hour

Benefits

:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance Work Location: In person