Sales & Catering Coordinator

Herschend is seeking an enthusiastic and detail-oriented Sales & Catering Coordinator to support the sales and events team at Dolly Parton’s SongTeller Hotel, our newest hospitality destination in the heart of Downtown Nashville. The ideal candidate is passionate about creating exceptional guest experiences, thrives in a fast-paced hospitality environment, and brings strong organizational and relationship-building skills to every interaction. This role serves as a welcoming ambassador for the property, embracing community connection and delivering the signature warmth and Heartspitality® that define the SongTeller experience. 

Inspired by Dolly Parton's epic career and trailblazing spirit, SongTeller Hotel in Nashville is as unique as the global icon herself. Dolly welcomes guests to a place where they can Love Every Moment; it is a place to unplug, to connect with loved ones and to be entertained.  

The Sales & Catering Coordinator plays an essential role in supporting the hotel’s sales and catering operations for a one-of-a-kind destination featuring 245 guest rooms, two food & beverage entertainment venues, a café, and Dolly Parton’s Museum. The Coordinator acts as the primary administrative and operational liaison between clients, the sales team, and hotel departments. They are responsible for distributing group inquiries, detailing Banquet Event Orders (BEOs), managing room blocks, and ensuring high-quality client service to maximize revenue and secure repeat business. Success in this role requires collaboration, attention to detail, and a commitment to creating memorable events that feel effortless, meaningful, and unmistakably SongTeller- because around here, every gathering deserves a little sparkle and a story worth telling. 

SongTeller Hotel Nashville is more than just a place to rest your head, it's a hub of music, style, and hospitality designed the Dolly-way. Sprinkled with glamour, artistic surprises and a sense of humor - it's an experience as unforgettable as the entertainer herself. SongTeller Hotel celebrates the people, talent and setting of the destination, weaving the local music and culinary scenes together. So come experience the unique charm, and hospitality that could only be created by the iconic hostess herself!  

SUMMARY OF ESSENTIAL FUNCTIONS & RESPONSIBILITIES 

• Work directly with clients to coordinate all aspects of their hotel stay, while generating group sleeping room resumes and banquet event orders. 
• Promptly answer telephone calls and communicate relevant account information to managers and departments. 
• Complete turnover process for all definite groups contracted by the Director of Sales (DOS) and Sales Manager, ensuring all guest rooms and event spaces are held and billing is set up successfully.  
• Develop detailed Banquet Event Orders (BEOs) that capture all event specifications — floor plans, menus, setup, décor, and timing.  
• Distribute memos, contracts, resumes, room requests, amenities and other communication as it relates to sales and catering to relevant departments. 
• Attend and participate in the weekly hotel BEO meetings. 
• Collaborate with the Events, Banquets, and Operations teams to ensure smooth execution of group stays and special events. 
• Maintain filing and retaining necessary copies of contracts and correspondence in accordance with established standards. 
• Reserve and confirm rooms, meeting space, and banquet space when necessary. 
• Balance revenue goals with client needs while ensuring adherence to hotel policies and brand standards.  
• Professionally represent Dolly Parton’s SongTeller Hotel by participating in client and industry events and community functions to promote brand visibility and expand market reach. 
• Ability to access, understand and accurately input information using Delphi.fdc. 
• Perform other duties as requested by management. 

This job description is not an “all-inclusive’ list of the duties and responsibilities of this position or of the skills and abilities required to perform this position.

 QUALIFICATIONS

• Bachelor’s Degree preferred, but not required. 

• Previous hotel sales or catering experience preferred, but not required. 

• Proficient knowledge of Microsoft Office, PMS and POS Systems to include Opera (PMS), Delphi, Salesforce or other sales management systems 

• Strong communication and interpersonal skills  

• Proven ability to manage time effectively, prioritize tasks, and work independently with minimal supervision 

• Flexible schedule, able to host site inspections at any time during a seven day a week period 

ABOUT DOLLY PARTON'S SONGTELLER HOTEL & HERSCHEND 

Dolly Parton’s SongTeller Hotel is the newest hospitality venture of Herschend. Our story began 75 years ago when the Herschend family discovered wonder deep in an Ozark Mountain cave—and chose to share it with the world. Today, Herschend is the largest family-held themed attractions company, with 49 leading attractions and immersive experiences that reach audiences worldwide.  

 While each brand offers something unique, all are united by a shared purpose: Bringing Families Closer Together by Creating Memories Worth Repeating®. Our passionate hosts make this purpose possible through everyday acts of love and service—what we call Heartspitality®—the intersection of heart and hospitality.  

 As an equal-opportunity employer, we strive to provide environments where every host, guest, and partner feel welcome, valued, and loved. We firmly believe that words and actions matter, which is why all individuals are to be treated equally and with respect.