Catering & Conference Services Coordinator

Who We Are:
Discover a hotel in Austin, TX that feels worlds away, where touches of Amafi Coast and Texas mix to inspire a lifestyle like no other. A joy for living and a call into nature are found here. After an afternoon spent sipping prosecco on the patio or watching the sunset beside the sparkling pool, you’ll start to feel like you’ve found yourself on a holiday abroad, even though you’re just minutes from downtown. That’s what Hotel Viata is all about! Although we’re close to downtown Austin, the undisturbed beauty of the Texas Hill Country surrounds us. With day trips and evening activities, explore the enchantment of our location with a renewed sense of wanderlust. Whether you’re looking for wineries, farmers markets, or botanical gardens, our curated Hill Country experiences offer memorable opportunities for all.
Are you ready to take your career to the next level? Apply Today!


Position Overview:
The Catering & Conference Services Coordinator supports the catering and conference services team in planning, coordinating, and executing group events, social functions, and meetings. This role is key to ensuring seamless communication between clients, internal departments, and vendors to deliver exceptional experiences that reflect the warmth and sophistication of Hotel Viata.
Key Responsibilities:
• Serve as the primary administrative support for the Catering and Conference Services department.
• Assist in the coordination and execution of weddings, corporate events, social functions, and meetings.
• Prepare and distribute proposals, contracts, Banquet Event Orders (BEOs), group resumes, floor plans, and client correspondence.
• Maintain accurate records in sales systems and monitor timelines, deposits, and due dates.
• Manage the catering calendar, appointment scheduling, and internal function space communication.
• Support the team in coordinating site visits, tastings, and pre-conference meetings.
• Ensure all departments are informed of client needs and expectations, and track post-event feedback.
• Provide excellent customer service while acting as a liaison between clients and hotel operations teams.
• Organize department collateral, maintain digital file systems, and assist with billing and reconciliation when needed.
• Participate in sales meetings, department updates, and property-wide initiatives as needed.
Qualifications:
• Prior experience in hospitality, catering, or event coordination preferred.
• Strong organizational and multitasking abilities with sharp attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite and knowledge of Delphi.fdc or similar systems a plus.
• Ability to work flexible hours including some evenings, weekends, and holidays depending on event schedules.
• Positive attitude, team-oriented mindset, and passion for creating memorable guest experiences.
What We Offer:
• A collaborative and dynamic work environment at a luxury lifestyle property
• Opportunities for growth within Pacific Hospitality Group
• Employee recognition programs and hotel discounts