Sales & Catering Coordinator

Job Description

Job Description

Sales & Catering Coordinator

Location :  Hilton Philadelphia City Avenue

Are you passionate about hospitality, events, and creating seamless, unforgettable experiences? Do you thrive in a fast-paced, dynamic environment where every detail matters? If so, we want YOU to be part of our  award-winning team at Hilton & Homewood Suites Philadelphia City Avenue!

Why Join Us?

At  Wurzak Hotel Group , we don’t just create events—we create  memories . As a Sales & Catering Coordinator , you’ll play a pivotal role in shaping exceptional events that leave lasting impressions, as well as providing support to our exceptional Sales team. Whether it’s a lavish wedding, a high-profile corporate meeting, or an intimate social gathering, you’ll be at the heart of the action, ensuring every event runs smoothly and every guest feels special.

What We Offer :

Competitive Salary  – We recognize and reward top talent!

Exclusive Hotel Discounts  – Stay, relax, and enjoy!

Career Development & Growth  – We invest in YOU!

Culture of Excellence & Recognition  – Your hard work won’t go unnoticed!

Comprehensive Benefits  – Medical, Dental, Vision & More!

401K Company Match  – Plan for your future with confidence!

Innovative & Inclusive Work Environment  – Be part of something great!

What You'll Do :

Be the Face of Hospitality!  Welcome clients with warmth and professionalism, making every interaction special.

Support the Sales & Catering Team!  Assist in coordinating unforgettable events, ensuring every detail is flawlessly executed.

Own the Details!  Manage event inquiries, maintain an organized database, and distribute essential documents like BEOs and resumes; set up group room blocks as necessary.

Stay Organized & Proactive!  Help prepare the team for client site visits, sales calls, and event planning meetings.

Tech-Savvy & Detail-Oriented?  Perfect! You'll utilize  Delphi  and other systems to streamline event planning and execution.

Be a Problem-Solver!  Anticipate needs and ensure our clients receive the most efficient and seamless service.

Who You Are :

Passionate about hospitality, events, sales and creating extraordinary guest experiences.

A strong communicator with a keen eye for detail and organization.

Proficient in  Excel, Word, Outlook , and catering / event management software like  Delphi .

A proactive team player who thrives in a fast-paced, high-energy environment.

Prior experience in  event planning, catering sales, or hotel operations  is a big plus!

Degree in  Hospitality or Event Management ? Even better!

This is more than just a job—it’s your chance to be part of a team that sets the standard for hospitality and event excellence!

Ready to launch your career in catering & events?  Apply today and let’s create something amazing together!

Position Summary

The Company operates 24 hours a day and 7 days a week, so operational demands require variations in shift days, starting and ending times, and hours worked in a week.

The Sales & Catering Coordinator (Administrative Assistant) supports hotel management, primarily sales and catering managers / staff, in duties that are integral to successful hotel sales and catering operation. The ideal candidate will view this position as a growth opportunity to develop sales skills and catering knowledge, have strong administrative skills, and have the ability to multi-task and switch gears quickly.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Assists sales and catering team in creating strong, effective, personable and professional communications with prospective and returning hotel clients.

Prepares correspondence such as customer appreciation letters, group proposals and contracts and helping to facilitate promotions.

Other responsibilities include ensuring that the sales team meets its targets, liaising with individual customers and groups for detailed feedback on the hotel's facilities, and analyzing sales statistics to provide accurate reports for sales and catering directors.

Office organization including maintaining online and paper filing systems.

Lead Management : Screens incoming leads, logs, and distributes to appropriate team member(s).

Orders and maintains supplies for sales department and other departments when required.

Displays expert communication skills both in person and on the phone as well as a friendly and professional attitude when speaking with clients as representatives of the hotel company.

Conducts hotel site tours and participate in sales events when needed.

Performs special projects and other responsibilities as assigned. Participate in task forces and committees as requested.

Consistent professional and positive attitude and actions when communicating with guests and associates.

Ensure maintenance problems are promptly reported through proper channels.

Comply with all company policies and procedures.

Practice safe work habits and comply with sanitary, safety, security and emergency procedures.

Write shift reports including reports on any incidents of theft, accidents or injuries when assigned.

Check with manager / supervisor before leaving work area for any reason.

On time and at work when scheduled, and in proper uniform.

Attend department meetings as scheduled.

Respond to guest requests, concerns and problems to ensure guest satisfaction.

Report any incidents of guest dissatisfaction or other matters of significance to manager so that corrective measures may be taken.

Any other tasks / duties as requested by management.

Qualifications

The Company may consider equivalent combination of acceptable education and experience providing the knowledge, skills and abilities cited below.

Education and Experience

High school education

Two or more years of administrative or equivalent experience.

Experience in the hospitality industry and knowledge of common industry terms and practices preferred.

Experience with Microsoft Word / Excel / Outlook and familiarity with Sales Pro booking system preferred.

Skills and Abilities

Computer proficiency, including Microsoft Office.

Ability to handle multi-line telephone systems and individual call functions such as hold, forward, and conference.

Attention to details, good organizational skills and efficient time management.

Ability to follow an appropriate course of action based on policies and procedures.

Ability to work in a fast paced environment, sometimes under pressure, while simultaneously handling competing and changing priorities.

Ability to satisfy the legal requirements for employment within the jurisdiction.

Working Conditions & Physical Effort

Work is normally performed in an interior hotel environment. While performing job duties, the associate speaks, listens, completes documents, processes requests, and operates office equipment such as a telephone, calculator, computer, copier, and fax. Physical requirements include extended periods of standing and / or walking, bending, reaching, pulling, pushing, kneeling, and lifting up to 50 pounds. Work may involve occasional exposure to extreme temperatures, chemicals, dirt, fumes, smoke, unpleasant odors, and / or loud noises. Exposure to hazards or physical risks requires following basic safety precautions and use of applicable protective equipment. The job requires close vision with or without corrective lenses.

Notice : Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. This employer participates in E-Verify. This employer will provide the Social Security Administration (SSA) and, If necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization. Important : If the Government cannot confirm that you are authorized to work, this employer is required to provide you written instructions and an opportunity to contact SSA and / or DHS before taking adverse action against you, including terminating your employment. Employers may not use E-Verify to pre-screen job applicants or to re-verify current employees and may not limit or influence the choice of documents presented for use on the Form I-9. In order to determine whether Form I-9 documentation is valid, this employer uses E-Verify’s photo screening tool to match the photograph appearing on some permanent resident and employment authorization cards with the official U.S. Citizenship and Immigration Services’ (USCIS) photograph. If