Novotel Singapore on Stevens : Catering Sales Coordinator

Company Overview

Novotel Singapore on Stevens and Mercure Singapore on Stevens offer a vibrant lifestyle hub with extensive facilities including pools, gym, meeting spaces, and diverse dining. They foster an inclusive, equitable workplace valuing diversity, pay equity, and career development opportunities.

Job Summary

The Catering Sales Coordinator supports the Director of Catering Sales & Event Services and team by managing enquiries, preparing sales documents, and coordinating events, ideal for an organised individual pursuing a career in catering sales and event management.

Responsibilities

Sales and Client Support

• Respond promptly to catering and event enquiries via phone and email, ensuring accurate records and timely follow-up
• Prepare clear proposals, contracts, and sales documentation to support client decision-making
• Schedule and coordinate client appointments, site inspections, and meetings efficiently
• Develop and update hotel brochures, sales kits, and event materials as needed
• Assist in organising wedding showcases, client events, sales activities, and sales blitzes to enhance client engagement

Booking and Event Coordination

• Create and maintain detailed client profiles, bookings, and event information in the hotel’s sales and catering system
• Monitor tentative bookings and liaise with sales staff to confirm or release function spaces promptly
• Support preparation and verification of Banquet Event Orders, menus, and floor plans to ensure event accuracy
• Upload event menus and digital signage accurately within required timelines
• Prepare event materials such as feedback forms, tent cards, and place cards to support smooth event execution
• Manage issuance of complimentary parking coupons for event guests
• Communicate event details and updates clearly to Operations, Culinary, Finance, Reservations, and other departments
• Provide on-site coordination support during events as required

Administration and Reporting

• Maintain an organised filing system for contracts, correspondence, and event documents to ensure easy retrieval
• Coordinate departmental meetings by preparing materials, recording minutes, and tracking follow-up actions
• Update sales reports, booking trackers, and departmental records accurately and timely
• Raise Purchase Requisitions (PRs) and Purchase Orders (POs), and follow up on approvals and documentation
• Safeguard confidentiality of all client, event, and commercial information
• Perform additional duties as assigned by the Director of Catering Sales & Event Services

Preferred Competencies and Qualifications

• Diploma in Hospitality Management, Tourism, Events Management, Business Administration, or related discipline
• Experience in hospitality, catering sales, events, or administrative coordination preferred but not essential
• Competent in Microsoft Word, Excel, PowerPoint, and Outlook
• Familiarity with hotel sales and catering systems is advantageous
• Strong written and spoken English communication skills
• Demonstrated organisational and administrative skills with attention to detail
• Ability to manage multiple tasks and deadlines in a fast-paced environment
• Proactive, self-motivated, and eager to learn
• Ability to work independently and collaboratively within a team
• Professional conduct and presentation of oneself
• Willingness to support site inspections, wedding showcases, and events outside regular working hours when required