Sales and Marketing Administrator

About the role

The Sales & Marketing Coordinator is a highly organized administrative professional responsible for supporting both the Group Sales and Marketing departments across Stein Collection. Approximately 50% of the role is dedicated to assisting Group and Leisure Sales Managers with administrative, sales support, processing DRPs, and client coordination activities, while the remaining 50% supports the Corporate Marketing Director with marketing project coordination, reporting, vendor management, and general administrative functions. This position serves as the administrative backbone of the Sales & Marketing team, ensuring projects move efficiently, communications are coordinated, deadlines are met, and guest-facing initiatives are executed seamlessly.

Responsibilities

Sales (Group and Leisure) Department Support (50%)

• Provide administrative support to Group Sales Managers to maximize their time spent selling and servicing clients.
• Prepare proposals, contracts, banquet event orders, and sales correspondence.
• Assist with RFP administration and response preparation.
• Maintain CRM and sales databases, ensuring accurate account and contact information.
• Coordinate client site inspections and property tours.
• Assist with group welcome amenities and VIP guest arrangements.
• Track tentative and definite bookings and communicate updates to internal departments.
• Support meeting planners and group contacts with logistics as directed by sales managers.
• Generate sales reports, pace reports, and productivity summaries.
• Process and organize contracts, addendums, and event documentation.
• Assist with restaurant reservations and special arrangements associated with marketing programs.

Marketing Department Support (50%)

• Coordinate marketing projects, timelines, and deliverables across internal teams and external agencies/vendors.
• Manage marketing calendars, content schedules, and campaign tracking.
• Assist with media visits, press trips, and influencer coordination (itineraries, logistics, credentials).
• Coordinate photography and video shoots (scheduling, shot lists, permits, talent, logistics).
• Support email marketing campaigns: list management, scheduling, QA, deployment, and performance reporting.
• Monitor and report on website analytics (Google Analytics), social media metrics, and campaign KPIs.
• Manage vendor relationships: contracts, invoices, deliverables, and performance (PR agencies, creative agencies, photographers, printers, etc.).
• Process marketing invoices, purchase orders, and budget tracking.
• Maintain brand asset libraries, style guides, and marketing collateral inventories.
• Assist with award submissions, speaking opportunities, and industry recognition programs.
• Support internal communications and team meeting logistics.
• Research competitive set, market trends, and destination marketing opportunities.

Qualifications

Education

Associate's or Bachelor's degree in Hospitality, Marketing, Business Administration, Communications, or related field preferred.

Experience

• 2–4 years of administrative, hospitality, sales, marketing, or project coordination experience.
• Hotel, resort, luxury hospitality, tourism, or destination marketing experience strongly preferred.
• Experience working with multiple departments and managing numerous concurrent projects.

Desired Skills

• Exceptional organizational and time-management skills.
• Strong attention to detail and follow-through.
• Excellent written and verbal communication abilities.
• Ability to prioritize competing deadlines in a fast-paced environment.
• Professional demeanor when interacting with VIP guests, media representatives, and clients.
• Strong problem-solving skills and resourcefulness.
• Experience with: Microsoft Office Suite (Excel, Word, Outlook, PowerPoint); CRM systems (Delphi, Salesforce, Amadeus, or similar); Project management platforms (Asana, Monday.com, Trello, Basecamp, etc.); Google Analytics; Email marketing platforms (Mailchimp, Revinate, HubSpot, Salesforce Marketing Cloud, etc.); Basic reporting and dashboard preparation.

Success Measures

• Timely completion of sales and marketing projects.
• Accurate and efficient administrative support.
• Strong coordination of media visits, photography projects, and VIP experiences.
• Effective communication between departments, agencies, and vendors.
• Consistent project follow-up and deadline management.
• Accurate reporting and invoice processing.
• Positive feedback from sales managers, marketing leadership, and internal stakeholders.

Benefits

• Great benefits including choice of health insurance plans, dental, vision, short- and long-term disability and life insurance, matching 401K, and more.
• Competitive wages and bonus plans to recognize your dedication and service.
• Chef prepared meals daily in our cafeteria, at no cost to you.
• On site heated garage for employee parking.
• Unmatched ski/snowboard benefits at Park City Mountain/Canyons Resort and Deer Valley Resort.
• Flexible schedules and time off policies to accommodate family, school, and other activities.
• Weekly raffles for tickets to events such as the Utah Jazz, Utah Mammoth, Real SL, and Salt Lake Bees.
• Monthly team member appreciation events and recognition programs.
• Hotel room, spa, dining, shopping, ski/snowboard rental discounts available.