Area Transient Sales Coordinator

About the role

This role focuses on transient (individual) business, including leisure travelers, corporate accounts, entertainment/film and travel advisors. If you enjoy working behind the scenes to support revenue, stay organized, and interact with high-end clients, this is a great opportunity to grow in luxury hospitality sales.

Responsibilities

• Manage and coordinate luxury consortia reservations and amenities
• Maintain relationships and communication with travel advisors and preferred partner agencies
• Ensure accurate rate loading, amenities, VIP notes, and commission tracking
• Assist with pre-arrival planning for high-value guests and VIP travelers
• Monitor rooming lists, reservation modifications, and special requests
• Support Familiarization Experience logistics and itinerary
• Assist in planning and coordinating quarterly corporate mixers and “Company of the Month” initiatives to support client engagement and relationship development
• Entertainment & Production Support:
• Coordinate transient entertainment reservations for production crews, talent, and executives
• Manage direct billing requirements, tax exemptions, and PO follow-up
• Serve as the liaison between the VIP/Guest Experience Team and production coordinators, ensuring seamless communication regarding arrivals, room changes, extensions, and special accommodation
• Ensure accurate routing instructions and billing set up prior to arrival
• Support last-minute reservation adjustments common within entertainment travel
• Reservation & Operational Coordination:
• Serve as liaison between sales, reservations, revenue management, and front office
• Aid in inventory management communication and transient booking oversight
• Handle reservation audits, confirmations, upgrades, and rooming accuracy
• Cook up VIP arrivals and special accommodations with hotel operations teams
• Maintain detailed account and guest profile notes within CRM/PMS systems
• Administrative & Sales Support:
• Prepare weekly production reports and account summaries
• Aid in transient sales tracking, forecasting, and reporting
• Maintain account files, contracts, and billing documentation
• Support prospecting efforts and client follow-up
• Aid in site visits, familiarization tours, and partner events

Qualifications

• 1–2 years of hotel or hospitality experience (sales, reservations, or front office is a plus)
• Strong organization and attention to detail
• Comfortable working with systems like Opera PMS or Cloud, Powerpoint and Excel
• Clear, professional communication skills
• Ability to multitask and stay on top of deadlines