Catering & Events Coordinator

About Langham Hospitality Group

A wholly-owned subsidiary of Great Eagle Holdings, Langham Hospitality Group (LHG) comprises a family of distinctive brands, including The Langham Hotels and Resorts, Cordis Hotels and Resorts, Eaton Workshop and Ying’nFlo. With over 40 hotels and residences in operation or development, LHG has a global footprint that extends across Asia, Europe, North America, Australasia and the Middle East.

LHG's approach to hospitality centres on open and genuine interactions with guests, colleagues and the world around us. With dedicated colleagues across four continents, we foster an engaging and respectful workplace to nurture careers, delight guests, and embrace the company's vision to building great memories together.

PRIMARY OBJECTIVE OF POSITION:

To serve as the first point of contact for guests and clients reaching out to the Catering Sales department, providing a warm, professional, and helpful experience from the initial inquiry. This role supports the Catering Sales team, Conference Services team, and the Director of Catering & Conference Services by ensuring the smooth and efficient operation of daily administrative tasks. The Catering Coordinator plays a key role in supporting the department’s efforts to drive revenue, enhance client satisfaction, and uphold the service standards of The Langham, Boston.

RESPONSIBILITIES AND JOB DUTIES:

• To ensure the Catering Sales & Conference Services teams are provided with accurate and effective administrative backup, support, and information with which to carry out their roles successfully
• To assist and develop working relationships with external and internal customers, representing the company and becoming a known point of contact
• Manage incoming inquiries via email and phone, and redirecting to the appropriate manager while delivering a warm, brand-aligned first impression.
• Assist with preparing proposals, contracts, and event documentation in Delphi, maintaining consistency and accuracy.
• Track signed contracts, deposits, and event milestones in Delphi, ensuring timelines are met and follow-ups are scheduled.
• Coordinate internal hotel meetings and trainings with internal contacts, booking meeting space, and creating banquet event orders to distribute to operations departments
• To provide accurate, up to date information to appropriate internal contacts, responding to requests on time, and maintaining a working knowledge of the hotel’s products and services
• Support the execution of weddings and social events with day-of assistance, and managing 1-year anniversary stay tracking, welcome amenities, and key timeline communication.
• To distribute banquet event orders, guaranteed guest counts and changes; communicate effectively and efficiently with the banquet, culinary, and AV teams
• To maintain an accurate Delphi database for catering and updating information when necessary. This includes but is not limited to updating seasonal Banquet Menus and updating Delphi resources as needed
• To continually audit and review office management and administration systems, implementing improvements where necessary and keeping the office appropriately stocked with supplies at all times
• To develop and utilize a working knowledge of Catering Sales & Conference Service Managers’ events within a rolling 10-day cycle
• To manage the Delphi and associated software systems, ensuring operating procedures and standards are met and new staff trained in their operation
• To provide account management support when Catering Sales & Conference Service Managers are out of the office, including but not limited to: checking email, informing managers of any customer issues, assigning follow up to the appropriate manager, and partnering with the Catering Sales and Conference Service managers regarding all catering related responsibilities
• Assist with banquet functions as a registration attendant or event assistant when needed

PHYSICAL DEMANDS:

• Digital dexterity, e.g., using a computer keyboard, computer/software applications
• Stand, sit, reach, grasp, lift/carry, walk, climb, kneel, squat, bend, push/pull.

SPECIAL SKILLS REQUIRED:

• Sets high personal performance standards with a strong performance record and ability to work in a fast-paced environment.
• Excellent communication skills in both written and spoken English. Communicates openly and clearly, develops positive working relationships at all levels, and manages conflict effectively.
• Presents compelling arguments that persuade others. Motivate and inspires others to perform.
• Adapts quickly and positively to new situations and continues to be productive in changing circumstances.
• Ability to use and create written (verbal/visual) sources of information, e.g., read reports, procedural documentation, and reference materials.
• Make decisions requiring limited judgment, e.g., task sequencing, filing, and tracking email.
• Perform activities requiring sustained concentration, e.g., training, designing, and planning work.
• Use non-verbal/visual sources of information, e.g., reference graphs, tables.
• Use electronic and oral communication to perform work, e.g., answer telephone, greet visitors, and conduct in-person and virtual meetings.
• Prompt and systematic decision-making skills and prioritizing workload.
• Due to the cyclical nature of sales, the work schedule may vary to reflect the business needs of the hotel/clients.

EDUCATION/ EXPERIENCE /LICENSES OR CERTIFICATES / REQUIRED:

• Undergraduate degree in relevant discipline.
• Minimum 1 year of experience in one of the following fields preferred: Catering and/or hotel operations (luxury market preferred)
• Experience with Delphi, Canva, Microsoft Office Suites, CVENT and other RFP platforms is preferred

PAY RANGE:

• $36.20 - $36.50 per hour