Banquet Administrative Coordinator

The Woodlands Resort, Curio Collection is the perfect retreat in the Houston Area, only 2 miles from The Woodlands Waterway. Celebrating 50 years alongside The Woodlands township, HEI recognizes our success stems from our greatest asset: our people. We honor the choice of our associates by investing in their growth, offering competitive compensation, benefits, and industry-leading tools and training.

About the role

The Banquet Administrative Coordinator provides administrative, financial, and operational support to the Banquet Department. This position ensures daily reconciliation of banquet checks between the property’s POS system and event management system, verifying accuracy of all banquet revenue, charges, payments, adjustments, and event details. The role requires high attention to detail, organization, confidentiality, and follow-through, working closely with Banquet Operations, Catering & Conference Services, Food & Beverage, Finance, and other departments to resolve discrepancies and ensure accurate financial reporting.

Responsibilities

• Reconcile all banquet checks from the POS system against the event management system daily.
• Verify that all events are properly closed and charged, comparing BEO/event details and POS transactions for accuracy.
• Confirm food, beverage, rental, labor, service charge, gratuity, and other applicable charges.
• Identify and research discrepancies between the POS and event management system, coordinating with relevant teams to correct them.
• Ensure adjustments, discounts, voids, transfers, comps, and corrections are properly documented and authorized.
• Verify checks are assigned to the correct event, outlet, revenue center, and payment method.
• Confirm accurate posting of service charges, taxes, gratuities, and other fees.
• Prepare and maintain a daily reconciliation report showing discrepancies and resolution status.
• Escalate unresolved discrepancies to management or Finance.
• Review completed BEOs and event documentation for accuracy and completeness.
• Ensure final event charges align with contracted details and approved changes.
• Assist with finalizing banquet checks and event financial documentation.
• Maintain organized electronic and paper files for completed events and supporting documents.
• Track missing signatures, approvals, or required documents.
• Support event close-out processes and ensure timely completion of documentation.
• Provide administrative support, including reports, data entry, and correspondence.
• Maintain strict adherence to cash-handling and revenue-control procedures.
• Ensure all banquet revenue is properly recorded and supported by documentation.
• Monitor for unusual or inconsistent transactions and report concerns to management.
• Assist Finance with month-end banquet reconciliation and research of outstanding items.
• Maintain confidentiality of financial, guest, employee, and business information.
• Follow all resort, brand, and company policies related to financial controls and revenue reporting.
• Communicate daily reconciliation issues and outstanding items to Banquet leadership.
• Collaborate with Finance, Catering, Conference Services, Food & Beverage, and Operations teams.
• Provide administrative support to the Director of Banquets and leadership team.
• Prepare departmental reports, spreadsheets, and tracking documents.
• Respond professionally and promptly to internal requests for event and financial information.
• Maintain organization in a fast-paced resort environment.

Requirements

• Previous administrative, accounting, banquet, catering, or hospitality experience preferred.
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Proficiency in Microsoft Office, particularly Excel.
• Experience with POS and event management systems.
• Strong analytical and problem-solving skills.
• Ability to identify discrepancies and research transaction causes.
• Strong written and verbal communication skills.
• Ability to handle confidential financial and guest information.
• Ability to prioritize multiple tasks and meet daily deadlines.
• Previous hotel or resort banquet experience strongly preferred.

Preferred Experience

• Hotel or resort banquet operations.
• POS systems.
• Event management/BEO systems.
• Daily revenue reconciliation.
• Microsoft Excel.
• Hotel accounting or financial reporting.
• Catering and conference services.

Performance Expectations

• 100% daily reconciliation of completed banquet events.
• Timely identification and resolution of POS/event management system discrepancies.
• Accurate posting and reporting of banquet revenue.
• Proper documentation of adjustments, voids, comps, and corrections.
• Timely completion of daily and month-end reporting.
• Consistent adherence to financial controls and company procedures.
• Effective communication with Banquet, Catering, Food & Beverage, and Finance teams.
• Maintaining accurate and organized event documentation.

Key Accountability

The Banquet Administrative Coordinator ensures every banquet event is accurately closed, reconciled, documented, and financially accounted for each day. This role serves as a critical control point between Banquet Operations, the event management system, the POS system, and Finance to protect revenue and maintain accurate financial records.

Pay

Salary Range: $23.00 - $23.00 Hourly (non-tipped, no discretionary performance bonus).

Benefits

• Comprehensive medical and dental programs through Anthem Blue Cross Blue Shield.
• Vision insurance through EyeMed.
• Vacation, sick, and holiday programs.
• Pet insurance through the ASPCA.
• Supplemental, spousal, and child life insurance.
• Short- and long-term disability plans.
• 401(k) Savings Plan with matching funds.
• Discounts through 'YouDecide' and hotel room discount programs.

Specific details and eligibility vary by location and employment status.