Position Summary
The Sales,Events & Private Dining Coordinator serves as the central support role for the Salesand Event Planning teams. This position is responsible for managing incoming leads, coordinating communication between departments and clients, and supporting the successful execution of group, catering, and event business. In addition, the role coordinates private dining reservations with our clients. This role ensures accurate data entry, timely reporting, and seamless administrative operations while delivering exceptional customer service.
Key Responsibilities
Sales & Lead Management
- Serve as the first point of contact for all incoming sales, marketing, and event planning inquiries.
- Answer and direct calls to appropriate Sales, Marketing or Event Managers using sound judgment and decision-making skills.
- Input and assign all leads in the sales booking system (Delphi) on behalf of the sales team.
- Accurately record and distribute messages to appropriate staff in a timely manner.
- Assist in identifying system or process defects and support resolution efforts.
Administrative & Reporting Support
- Create and manage reporting requests for the Sales and Events teams.
- Enter and maintain data to produce contracts, correspondence, banquet event orders (BEOs), resumes, and other documentation.
- Organize, file, and retrieve documents to maintain accurate and accessible records.
- Distribute printed materials and electronic reports to appropriate departments promptly.
- Maintain complete knowledge of hotel policies, procedures, and systems.
Event & Catering Coordination:
- Prepare event resumes, BEOs, and other communication tools for internal and client use.
- Act as a liaison between Event Managers and clients in their absence.
- Support internal departments in planning and executing in-house meetings and events.
- Assist departments in gathering and communicating group requirements and event details.
- Serve as on-site contact when a Sales, Catering or Conference Services Manager is unavailable.
- Conduct hotel tours for clients when requested and properly trained.
Private Dining Experiences:
- Handle all inquiries and leads through Ariccia's website, email and phone in a timely matter
- Ability to make private and group dining arrangements with the guest, to include the following: Menus, pricing, wine selection, room set-up, audio-visual requirements, and billing information.
- Distribute BEOs, agreements, any last-minute changes, and all pertinent information to the operation in a timely manner to ensure a proper handoff to Restaurant and Culinary teams.
- Types and distributes all correspondence, including booking notices, letters, contracts, etc. for assigned managers. Ensures that all correspondence is 100% accurate.
- Assures all groups and private dining reservations are entered in OpenTable and Delphi
- Designing, printing custom menus, signage for all events
- Establishing and maintaining relationships with vendors
- Work closely with Restaurant General Manager to understand appropriate food and beverage minimums and availability for all private/group dining inquiries.
- Work closely with Restaurant Chef to understand menu updates, changes, pricing, etc
- Remain in contact with the client prior to event to get final guarantees and method of payment prior to the function.
- Track and report group/private dining sales.
- Solicit feedback from guests concerning the service and food & beverage offerings in all outlets.
- Assist the Restaurant Manager in planning and setting up special events for Ariccia Cucina and Piccolo bar and Lounge (eg. Beer, wine and spirit dinners, Mother's Day, Easter, Father's Day, Thanksgiving, Christmas, Graduation, New Years, Holiday Events, etc.)
Guest & Client Relations:
- Answer telephone calls within three rings using professional etiquette.
- Provide accurate information about hotel services, amenities, and facilities.
- Promote positive relationships with guests, clients, and internal stakeholders.
- Communicate key client and account information to relevant departments.
Office Operations:
- Ensure consistent office coverage in coordination with the Executive Administrative Assistant.
- Access and operate all required computer systems and software in accordance with standards.
Safety & Compliance:
- Respond to emergency situations calmly and according to hotel guidelines.
- Successfully complete all required training and certification programs.
- Ensure compliance with all hotel policies and operational procedures.
Additional Duties:
- Perform other related duties as assigned by management.
Qualifications:
- Strong communication and interpersonal skills.
- Excellent organizational and multitasking abilities.
- Proficiency in computer systems and data entry (experience with Delphi or similar systems preferred).
- Ability to work independently and collaboratively in a fast-paced environment.
- Strong attention to detail and problem-solving skills.
- Professional demeanor and commitment to customer service excellence.
Work Environment:
- Fast-paced hotel environment with frequent interaction across departments.
- Requires flexibility to support multiple functions, events, and deadlines.
Education & Experience:
- Pursuing or completeda Bachelor's degree in Hospitality or HRMT is preferred.
- Previous experience in hotel and/or catering environmentwhich included supporting Sales Managers and/or Catering Managers.
Physical Requirements:
- Prolonged periods of walking, standing, and sitting.
- Must be able to lift up to 15 pounds at times.
An Equal Opportunity Employer
We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, or any other status protected by law or regulation. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors.