Sales and Catering Coordinator

DoubleTree Resort by Hilton Grand Key - Key West

Posted April 3, 2019



Serve as the Sales and Catering Department’s communications specialist by ensuring the flow of detailed information within the department and externally between other departments, customers, and vendors.

Respond to phone and email inquiries by gathering client information so the designated sales manager is prepared to efficiently and professionally respond.

Be able to conduct site inspections of the property by knowing primary features of the resort.

Maintain and monitor the accuracy of all sales information in the Sales database and Property Management Systems

Be able to accurately process and work with reservations for Local Negotiated Clients.

Create and distribute effective internal and external and grammatically correct communications. 

Ensure the following functions are completed accurately and in the expected timelines:

  • Enter all rooms and function proposals into sales database
  • Merge and ensure the proper distribution of rooms and catering contracts to clients and internal departments
  • Track the due dates of BEO’s and contracts ensuring deposits, signatures, and all trace dates are met
  • Complete and communicate weekly group resumes and daily calendar of events to ensure all areas of the hotel are prepared to provide proper service
  • Oversee distribution of BEO’s
  • Attend Group Pickup and BEO meetings
  • Accurately enter all rooming lists and oversee revisions, routing, and group details
  • Assist sales manager(s) with inputting information for Functions and Banquet Event Orders
  • Generate weekly reports for tracking key deadlines and following up with resolution
  • Monitor Local Group Market Segment Tracking
  • Create Invoices to facilitate payment from clients
  • Maintain sales files
  • Process purchase orders in the hotel’s purchasing software ensuring timely payment
  • Maintain and update vendor list

    Participate in hotel committees and guest service ambassador assignments

    Respond to client inquiries regarding billing.

    Maintain Credit Card Authorization Log.

    Coordinate requests for payment information by confirming credit card and direct bill arrangements.


    Attention to detail and ability to manage multiple projects

    Excellent written and oral communications

    Ability to listen effectively

    Proficiency in Microsoft Office, Excel, Word, Publisher, Power Point

    Capable of establishing and executing priorities

Interstate Hotels & Resorts is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

Click here and here to navigate to the “EEO is the Law” poster and supplement.

If you need accommodation for any part of the employment process because of a medical condition or disability, please call (703) 387-3888 or email with the nature of your accommodation request and include the Hotel location and title of the job opening. Please allow one (1) business day for a reply.

DoubleTree Resort by Hilton Grand Key - Key West

216 Room Hotel

At A Glance

Welcome to DoubleTree by Hilton Hotel Grand Key Resort – Key West, where a friendly staff member is waiting to welcome guests with our famous token of hospitality – a freshly baked chocolate chip cookie. Our newly renovated full service resort welcomes vacationers and business travelers alike to enjoy the best our island has to offer.

Guests relax in luxury at our first-class Key West, Florida resort. DoubleTree by Hilton Hotel Grand Key Resort - Key West is the ideal destination for any stay in the Florida Keys.

Tropical gardens and a beautiful zero entry pool offer the perfect setting to enjoy America’s Caribbean. Guests can sip on a refreshing cocktail from our outdoor Tiki Bar. If a visit calls for business or a special event, the Grand Key Resort features venues and conference facilities for up to 300.

  • Beautiful zero entry pool with cabanas and extensive decks for relaxing and sunbathing
  • Full-service Palm Haven Restaurant and poolside Tiki Bar
  • 7,000 sq. ft. of indoor meeting space and outdoor event venues