Sales & Catering Coordinator in Carmel Valley, California at Bernardus Lodge and Spa

SUMMARY:

The Sales and Catering Coordinator role is ideal for someone who thrives in a fast-paced, customer-focused environment and is passionate about delivering exceptional service. This individual should possess a strong blend of organizational, technical, and interpersonal skills, with a keen eye for detail and a proactive approach to problem-solving. This position plays a critical role supporting the seamless planning, communication, and execution of all contracted groups and events while supporting the delivery of Forbes Four-Star service standards. The Sales & Catering Coordinator serves as a liaison between clients, guests, and internal departments to ensure every detail is accurately communicated and flawlessly executed.

DUTIES AND RESPONSIBILITIES:

Manage incoming leads from various channels, including phone, email, and external platforms, ensuring prompt and professional responses.

Respond to telephone, emails, and in-person inquiries with warmth, professionalism and urgency.

Accurately process and enter information into the sales system in a timely and organized manner and following business standards.

Provide administrative support to the sales and catering teams, including scheduling meetings, coordinating calendars, and preparing reports.

Develop and maintain sales-related documents, such as proposals, contracts, invoices, and other materials as requested by management.

Coordinate preparation and distribution of all internal reports and communication, including Daily Events Report, 14-Day Event Forecast Reports, Site Visits and Client Appointments, BEO Distribution, and other as requested by management.

Compile and organize sales and media packets as needed.

Support the preparation of event signage, banquet menus and place cards.

Organize and maintain both physical and digital filing systems to ensure efficient document retrieval and storage.

Coordinate and facilitate welcome amenities and VIP experiences.

Assist with site inspections and client appointments to ensure seamless and professional experience.

Manage the food and beverage reservation system for sales-related events, catering, and special functions.

Attend BEO meetings, pre-conference meetings and departmental meetings as requested.

Collaborate with culinary, banquets, front office, spa, housekeeping, engineering, and other departments to ensure clear communication and flawless execution of events.

Foster clear, respectful, and efficient communication across departments.

Maintain the highest level of professionalism, discretion, and confidentiality when interacting with guests and clients.

Perform general office duties, such as ordering supplies and maintaining office equipment.

Promote and uphold safe work practices and contribute to a safe working environment at all times.

Perform additional duties and tasks assigned by the Director.

QUALIFICATIONS:

Luxury hotel, resort, private club, winery of fine dining experience preferred.

Strong organizational skills and attention to detail.

Ability to manage multiple priorities in a fast-paced environment while maintaining accuracy and professionalism.

Must be able to work independently.

Must provide valid document(s) to work in the US.

Must meet legal age requirements for the position.

EDUCATION and/or EXPERIENCE:

High school diploma or general education degree (GED), or one to three years related experience in office administration; or equivalent combination of education and experience.

LANGUAGE SKILL:

Must speak and communicate in English.

Must be able to clearly communicate with guests, management and coworkers.

REASONING ABILITY:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

Ability to deal with problems involving several concrete variables in standardized or non-standardized situations.

Ability to be proactive with duties and responsibilities.

COMPUTER SKILLS:

Advanced knowledge of various computer programs, such as Outlook, Word, Excel, Power Point and Internet Explorer.

Experience with Salesforce/Delphi required, Canva is a plus.

Knowledge of Opera a plus but not required.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met successfully to perform the essential functions of this job. Reasonable accommodations made to enable individuals with disabilities to perform the essential functions.

Must be able to lift 10 - 25 lbs.

Must be able to stand and walk for long periods of time.

WORK ENVIRONMENT:

The work environment at Bernardus Lodge ranges from winter time lows of 20 degrees to summer time highs to 100+ degrees. While performing these duties the employee may be exposed to outdoor and inclement weather conditions.