Sales and Catering CoordinatorHilton Garden Inn Irvine • Irvine, CA, US

Sales and Catering Coordinator

Hilton Garden Inn Irvine • Irvine, CA, US

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Job Description

The Sales & Catering Coordinator supports the Sales and Catering Department in executing sales initiatives, coordinating events, and delivering exceptional service to clients and guests. This role assists the Director of Sales, Director of Catering, and Sales Managers by maintaining accurate records, preparing reports, coordinating group blocks, supporting catering functions, and ensuring smooth communication between clients and hotel departments. The position plays a vital role in driving revenue, enhancing guest satisfaction, and upholding Hilton standards.

Essential Duties and Responsibilities

Sales & Administrative Support

Assist Sales and Catering Managers with correspondence, proposals, contracts, agreements, and Banquet Event Orders (BEOs).
Maintain accurate client, group, and event records in Delphi / PEP or equivalent Hilton CRM tools.
Track group room blocks, cutoff dates, event details, and special requests to ensure accuracy.
Prepare weekly, monthly, and quarterly sales and catering reports as requested.
Manage the department’s record retention program and create / update templates and forms.
Generate and distribute weekly event calendars, forecasts, and departmental reports across all properties.

Client Relations

Serve as a key point of contact for sales and catering clients, responding to requests and ensuring a seamless guest experience.

Courteously answer calls, greet visitors, and respond promptly to client inquiries.

Support site visits, client meetings, and property tours with a professional presentation of Hilton services.

Coordinate with clients regarding billing, deposits, contracts, event details, and post-event follow-up, including thank-you cards.

Event & Group Coordination

Type and distribute Banquet Event Orders (BEOs) and coordinate signage for events.

Assist in coordinating group reservations, rooming lists, and event requirements with Front Office, Housekeeping, Banquets, and Food & Beverage teams.

Monitor group pickup and communicate updates to Sales Managers and Revenue teams.

Audit weekly events and ensure accurate catering details are shared with operating departments.

Assist the Banquet team with occasional room setup or breakdown when necessary.

Systems & Reporting

Create accounts, bookings, and contacts for event clients in Delphi.

Manage Delphi and Meeting Simplified system configurations, including property details, menus, pricing, function rooms, templates, and classifications across multiple hotels.

Build and maintain forecasting templates, including detailed revenue tracking (food, beverage, AV, and rental).

Generate credit card authorization links, PM accounts, and billing folios; reconcile and finalize invoices for clients.

Internal Collaboration

Liaise with the Front Office, Catering, Housekeeping, and Food & Beverage teams to ensure flawless execution of group and event requirements.

Communicate changes, updates, and client requests promptly to all relevant departments.

Assist with preparing materials for sales meetings, revenue meetings, and brand audits.

Hilton Brand Compliance & Standards

Uphold Hilton Garden Inn’s brand standards in all client interactions, documentation, and event coordination.

Assist in implementing Hilton corporate sales initiatives and promotions.

Maintain a professional image, ensuring that all proposals, contracts, and client-facing materials reflect Hilton's quality standards.

Qualifications

Minimum 1–2 years of sales, catering, or hotel operations experience (hospitality experience strongly preferred).

Proficiency in Microsoft Office Suite; experience with Hilton systems (Delphi / PEP, Meeting Simplified) preferred.

Skills & Abilities

Strong organizational and time management skills with exceptional attention to detail.

Excellent written and verbal communication skills.

Ability to multitask and work effectively in a fast-paced environment.

Strong customer service and problem-solving abilities.

Team-oriented mindset with ability to work independently when needed.

Work Environment

Position requires flexibility in schedule, including occasional evenings, weekends, and holidays based on business needs.

Professional business attire is required, consistent with Hilton Garden Inn standards.

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