CONFERENCE & CATERING COORDINATOR

Job Summary

The Conference & Catering Coordinator plays a vital role in supporting the successful planning, coordination, and execution of conferences, meetings, and catered events at the Kellogg Conference Hotel. This position acts as a key connector between the Sales, Conference Planning, and Operations teams to ensure a seamless transition from initial booking through event completion. The ideal candidate thrives in a collaborative, fast-paced environment, balancing administrative precision with exceptional guest service.

Essential Duties and Responsibilities:

• Serve as a liaison between the Sales, Conference Planning, and Execution (Operations) teams to ensure clear communication and continuity throughout the event lifecycle.
• Coordinate and manage group room blocks, including reservation lists, pickup tracking, and communication with clients and the Front Office team.
• Detail and manage smaller meetings, catering-only events, and internal functions, ensuring all logistics are captured accurately and executed to standard.
• Prepare and distribute Banquet Event Orders (BEOs), group resumes, and other event documentation to internal departments.
• Assist Sales Managers in transitioning confirmed bookings to the planning stage, ensuring all relevant information is captured and communicated.
• Support the Conference Planning team with large-scale programs by tracking key deadlines, coordinating setup needs, and managing changes.
• Work closely with the Food & Beverage and Banquet teams to ensure all catering details are executed to client specifications.
• Communicate with clients regarding event details, guarantees, setup changes, and billing inquiries.
• Maintain event information and documentation within the hotel’s event management software system.
• Provide on-site support during events as needed to ensure flawless execution and client satisfaction.
• Assist the Director of Conference Services and Sales team with administrative tasks, special projects, and reporting.

Qualifications:

• Associate’s or Bachelor’s degree in Hospitality Management, Business, or a related field preferred.
• 1–2 years of experience in hotel catering, conference services, or event coordination.
• Strong organizational and communication skills with an ability to manage multiple priorities and deadlines.
• Proficiency in Microsoft Office Suite; experience with systems such as Delphi, Opera, or similar event management software preferred.
• Detail-oriented with a commitment to service excellence and guest satisfaction.
• Team player with a proactive, solution-focused mindset.
• Flexibility to work occasional early mornings, evenings, or weekends as event schedules require.

Why Join the Kellogg Conference Hotel:
Located on the beautiful and historic Gallaudet University campus, the Kellogg Conference Hotel is a mission-driven property where hospitality and purpose come together. Our team delivers exceptional experiences for university partners, professional organizations, and conference guests in a collaborative, inclusive, and service-focused environment.