Catering & Events Coordinator

Job description

Pyramid Global Hospitality is a leading hospitality management company with a portfolio of more than 200 hotels and resorts and over 18,000 associates across the United States, Caribbean, and Europe. Our platform includes Benchmark Resorts & Hotels , a collection of distinctive independent properties; Axiom Hospitality , our European hotel management company; and PYRAMIDWORKS , which provides integrated workplace and facilities services. With corporate offices in Boston, The Woodlands, Texas, and London, Pyramid combines global scale with a hands-on approach focused on exceptional service, operational excellence, and long-term partnerships. At Pyramid, our people are at the heart of everything we do. We are committed to creating an environment where associates are respected, supported, and empowered to grow their careers. Team members have the opportunity to collaborate directly with experienced leaders, take on meaningful stretch assignments, and gain exposure to a diverse portfolio of properties, brands, and markets. Whether you are beginning your hospitality career or bringing years of experience, you'll find opportunities to learn, develop, and make an impact. Our commitment to associates, guests, owners, and the communities we serve has helped make Pyramid and our properties among the most recognized in hospitality. From being named among the best places to work by respected publications such as USA Today, The Boston Globe, and The Houston Chronicle to earning top travel accolades from Travel + Leisure, Condé Nast Traveler, Forbes Travel Guide, and U.S. News & World Report, these recognitions reflect the culture, service excellence, and commitment to people that define the Pyramid experience. About our property: Welcome to The Potomac Hotel, Autograph Collection, a distinguished property in the Pyramid Global Hospitality portfolio overlooking the Potomac River in Washington, D.C. Featuring 373 guest rooms and 38,000 sq ft of indoor meeting and event space, the hotel offers a dynamic hospitality environment just minutes from The Wharf, National Mall, Capitol Hill, and many of the city's most recognizable landmarks. At The Potomac Hotel, team members have the opportunity to build their careers within a full-service property featuring two restaurant and bar concepts, a spa and fitness center, and extensive meetings and events operations. As part of our team, you'll join Pyramid Global Hospitality's People First culture, where collaboration, professional development, and growth opportunities are central to the associate experience. Whether you're beginning your hospitality career or ready for your next opportunity, you'll find a supportive environment where your contributions matter. If you're passionate about exceptional hospitality and interested in growing your career in the heart of Washington, D.C., we invite you to explore opportunities at The Potomac Hotel and join our Pyramid Family. What you will have an opportunity to do: Catering and Events Coordinator Full-time, reporting to the Director of Catering and Conference Management Hourly, overtime eligible (non-managerial) About The Potomac Hotel and Pyramid Global Hospitality The Potomac Hotel, Autograph Collection is a distinctive waterfront hotel located along the Potomac River in the heart of Washington, D.C. Featuring 373 guest rooms, extensive meeting and event space, distinctive dining experiences, a full-service spa, and a prime location near The Wharf, National Mall, and many of the city's most recognizable destinations, the hotel offers associates the opportunity to build their careers in a dynamic, full-service hospitality environment. The Potomac Hotel is managed by Pyramid Global Hospitality , a leading hospitality management company with a diverse portfolio of hotels, resorts, and conference centers across the United States, Caribbean, and Europe. At Pyramid, people are at the heart of the organization. Through a culture centered on People First, Integrity, and Excellence , Pyramid is committed to creating an environment where associates are respected, supported, empowered to grow, and given opportunities to make a meaningful impact. Whether beginning a hospitality career or bringing years of experience, associates can develop their skills, collaborate with experienced leaders, and grow within a broad and diverse hospitality organization. Position Summary The Catering and Events Coordinator provides administrative and operational support to the Catering and Events team, helping ensure the accurate planning, communication, and execution of meetings, conferences, social events, and other catered functions. The Coordinator serves as an important liaison among clients, event managers, and hotel operating departments, ensuring event details are accurately documented and communicated throughout the planning process. This position requires exceptional organization, attention to detail, responsiveness, and the ability to manage multiple priorities in a fast-paced hotel environment. The Catering and Events Coordinator supports the team with event documentation, Banquet Event Orders, client communication, reporting, scheduling, and other administrative and coordination needs while helping deliver a seamless experience for clients and guests. All duties are performed in accordance with hotel and department policies, practices, procedures, and service standards. Position Responsibilities/Duties Provide administrative and coordination support to the Catering and Events team throughout the event planning process. Serve as a professional point of contact for clients, responding to inquiries, coordinating requests, and directing matters to the appropriate Catering or Event Manager as needed. Prepare, review, revise, and distribute Banquet Event Orders (BEOs), ensuring event information is complete, accurate, and communicated to appropriate hotel departments. Assist with detailing confirmed events, including meeting room requirements, food and beverage arrangements, audiovisual needs, timelines, special requests, amenities, and other event specifications. Prepare and distribute group resumes, event schedules, change logs, daily event information, and other documents necessary for successful event execution. Coordinate event updates and revisions, ensuring changes are communicated accurately and promptly to Banquets, Culinary, Stewarding, Front Office, Reservations, Housekeeping, Engineering, Audio Visual, Accounting, and other affected departments. Assist in obtaining and documenting final event details, including attendance guarantees, menu selections, room setups, timing, billing instructions, special dietary requirements, and other client specifications. Support coordination of group room blocks, rooming lists, reservation requirements, amenities, VIP arrangements, and other group-related needs as applicable. Maintain accurate and current client, group, and event information within Marriott CI/TY and other applicable hotel systems in accordance with department standards. Maintain organized electronic and physical event files, correspondence, contracts, BEOs, and supporting documentation. Assist with preparing proposals, contracts, menus, event materials, information packets, and client correspondence as needed. Generate departmental reports, assemble event materials, and maintain accurate records to support the Catering and Events team. Coordinate and schedule client meetings, site visits, planning meetings, tastings, internal meetings, and other event-related appointments as requested. Assist Catering and Event Managers in preparing for pre-convention meetings, resume meetings, BEO meetings, and other operational planning meetings. Proactively follow up on outstanding event information and deadlines to help ensure details are finalized and communicated in a timely manner. Support Event Managers in monitoring upcoming programs and identifying missing information, conflicting details, or potential operational concerns requiring follow-up. Communicate professionally and promptly with clients throughout the planning process, providing a high level of responsiveness and service. Build strong working relationships with hotel operating departments and promote effective communication and collaboration across teams. Assist with event-day needs as requested, including communicating last-minute changes and helping ensure client requests are directed to the appropriate operational team. Proactively seek feedback and communicate opportunities or concerns to appropriate departments to support seamless event execution and an elevated guest experience. Maintain a high level of accuracy and attention to detail when handling event specifications, contractual information, billing instructions, and client requests. Protect confidential client, guest, associate, and hotel information and exercise appropriate discretion in all communications. Demonstrate fiscal responsibility by using hotel resources thoughtfully and identifying opportunities to improve efficiency without compromising the client or guest experience. Contribute to a positive, collaborative workplace characterized by professionalism, respect, inclusion, teamwork, and accountability. Consistently support exceptional service standards and seek opportunities to enhance the client and guest experience. Perform other duties and responsibilities as assigned. What are we looking for? Qualifications Previous administrative, catering, events, conference services, sales, or hospitality experience preferred. Previous experience in a full-service, upscale, luxury, convention, or conference hotel environment strongly preferred. Experience with Marriott CI/TY or a comparable sales and catering system preferred. Strong organizational skills and exceptional attention to detail. Ability to manage multiple events, deadlines, requests, and competing priorities simultaneously. Excellent written and verbal communication skills. Strong interpersonal skills with the ability to communicate effectively with clients, hotel leaders, associates, and colleagues across multiple departments. Demonstrated ability to anticipate needs, follow through on commitments, and maintain accuracy in a fast-paced environment. Proficiency with Microsoft Office applications and general business technology. Ability to exercise sound judgment and maintain professionalism when handling confidential or sensitive information. Flexible and adaptable, with the ability to respond effectively to changing event requirements and last-minute needs. A collaborative, service-oriented approach and demonstrated commitment to supporting both internal and external clients. Physical Requirements The physical requirements described below are representative of those that must be met to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position. Ability to remain in a stationary position, including sitting or standing, for extended periods of time and to move throughout the hotel, meeting and event spaces, and other work areas as needed. Ability to frequently use hands and fingers to operate computers, keyboards, telephones, and other office equipment and to handle, grasp, carry, and manipulate documents, materials, and other work-related items. Ability to occasionally stoop, bend, reach, crouch, kneel, and perform other physical movements necessary to access materials, equipment, files, and work areas. Ability to lift and carry work-related materials and equipment weighing up to 25 pounds and to push or pull materials as necessary to perform the essential functions of the position. Visual ability sufficient to read and work with computer screens, electronic systems, Banquet Event Orders, contracts, reports, event diagrams, and other written materials. Hearing ability sufficient to communicate effectively in person, by telephone, and in meetings, event spaces, and other work environments. Ability to communicate verbally and be understood in interactions with associates, guests, clients, vendors, and other business partners. Ability to perform the essential functions of the position safely and effectively, with or without reasonable accommodation. Compensation: $27.00 - $27.00 Pyramid Global Hospitality is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Actual compensation packages are based on a wide array of factors unique to each candidate, including but not limited to skill set, years & depth of experience, certifications and specific office location. This may differ in other locations due to cost of labor considerations.