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Sales and Catering Coordinator

Windsor Hospitality
Arcadia, CA
Description

Join our team! Windsor Hospitality thrives in building hospitality careers. We want to design a path of professional growth and give you the keys to such success. We are recognized as a strong partner with warm-hearted hospitality staff nationwide. Windsor Hospitality is looking for their newest Sales and Catering Coordinator!

 About this Location:

This position is located at the Embassy Suites in Arcadia, CA . A city nestled by the San Gabriel Mountains, known for its blend of suburban charm and natural beauty. Home to the renowned Los Angeles County Arboretum & Botanic Garden and the historic Santa Anita racetrack. Arcadia offers a unique blend of outdoor recreation and rich cultural heritage.

Why do we need you?

Assist the Sales and Catering Team in achieving established revenue goals and service metrics by performing clerical and administrative duties relating to guest and hotel communications. The coordinator may as well have light selling duties to groups and functions.

What you will do:

  • Perform general administrative functions including typing, answering telephones, and composing correspondence.
  • Maintains Sales files in an organized fashion and as per specified standards.
  • Demonstrates awareness of established goals for each department and the role played in Sales process to achieve and/or exceed these goals.
  • Answers phones; qualifies incoming inquiry calls and ensures all inquiries are dealt with accurately timely and in a professional manner.
  • Collaborates and assist managers of the department by preparing accurate, creative customer correspondence and contracts
  • Types sales contracts BEO’s correspondence reports forms directs mail pieces etc. as needed by sales team.
  • Maintains lead log and lead statistics to be used for strategic outbound sales.
  • Maintains Sales system (i.e. Delphi SalesPro etc.) docs and ensures consistent accurate and working properly.
  • Maintains timely and effective paper flow and communication within department and to other departments.
  • Maintains flow of sales contracts through proper distribution to client team and to appropriate dept. head.
  • Quotes prices for meeting inquiries and works with respective Sales leadership at the property (i.e. DOS Catering Manager) to handle small groups of less than 10 rooms and small meetings of less than 10 people.
  • Works with Sales leadership to detail upcoming functions as needed obtain guarantees confirm arrangements etc.
  • Distributes BEO’s Changes Rooming Lists Signed Contracts Revisions etc. to appropriate departments as it relates to meeting and groups.
  • Assists guests and clients with small changes requests etc. and completes needed paperwork for Manager.
  • Conducts site inspections for the department as needed
  • Enters group pickup in sales pro daily and enters preferred production in sales pro monthly.
  • Maintains constant paper flow of thank you letters for groups/functions and distributes accordingly to departments and maintain in files.
  • Monitors/Orders office supplies and sales collateral to ensure we are properly stocked at all times with full packets collateral supplies and promotional items.
  • Calls clients for guarantee numbers for functions 72 hours prior creates/closes house accounts and complete AV order.
  • Organizes in house deliveries amenities welcome letters transportation schedules etc. as needed.
  • Maintains liaison with other hotel-level departments to facilitate services agreed upon by the catering office and prospective clients.
  • Develops and maintains files to include chronological account files as directed, preparation of scheduled bookings, dissemination of event information to all appropriate departments, and record event information for catering system control purposes.
  • Performs & assist with clerical work of the department, including customer correspondence, function sheets, event schedules, reports, and special projects.
  • Interface daily with kitchen and banquet departments regarding specific client needs.
  • May be involved in solicitation efforts, sales blitzes, site tours
  • Monitor all office supplies, equipment, etc. used by department and be responsible for placing orders, arranging repair, etc.
  • Supports and adheres to the core values, the mission statement, service fundamentals, and guest service philosophy as defined by the company.
  • All other duties as assigned by a manager

Skills and abilities you bring:

  • Ability to operate under pressure in a fast-paced environment, able to deliver effective results, meet tight deadlines and targets
  • Frequently change from one activity to another and multi-task through strong organizational skills
  • Speak and write clearly and convincingly and have excellent telephone skills
  • Approaches all encounters with guests and Associates in an attentive friendly courteous and service-oriented manner
  • Must be able to convey information and ideas clearly
  • Must be able to evaluate and select among alternative courses of action quickly and accurately

Physical Demands: Light work. Exerting up to 20 pounds of force occasionally. Must be able to lift and carry general office supplies and equipment. This work requires the ability to sit for long periods of time, move around the hotels to give site tours.

What we offer:

Join a team that invests in you! We’re proud to offer a comprehensive and competitive benefits package to support the well-being and growth of all our eligible employees in our diverse and inclusive environment:

  • Medical, Dental, Vision, Life and Disability Insurance

If eligible, enjoy access to quality healthcare plans to stay healthy and protected.

  • Flexible Spending Account (FSA) Pre-tax savings for healthcare and dependent care expenses.
  • 401(k) & Roth 401(k) Plans Plan for your future with employer-supported retirement options.
  • Employee Assistance Program (EAP) Confidential support services for personal and professional well-being.
  • Career Growth Opportunities We promote from within and invest in your long-term success.
  • Paid Time Off (PTO) Take time to relax, recharge, and explore life outside of work.
  • Paid Sick Leave Supportive sick time policy to care for your health when you need it.
  • Exclusive Employee Hotel Discounts

Take advantage of special rates for hotels in our brand portfolio—just for our team members and their family & friends.

  • Enjoy complimentary On-Shift Meals (participating hotels) Enjoy a free, delicious meal provided by the hotel during each scheduled shift.
  • Recognition & Rewards Program

Our team members are regularly acknowledged through performance awards, milestone celebrations, and incentive programs that recognize excellence and dedication.

Schedule & Hours:

This is a FULL-TIME position, 40+ hours per week.

Windsor Hospitality is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. Windsor Hospitality does not discriminate on the basis of disability, veteran status or any other basis protected under federal, state or local laws.
Posted 2025-11-21

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