Sales Coordinator

Overview

The Sales Coordinator is responsible for handling all group & transient reservations, email and telephone inquiries and cancellations in an attentive, courteous and efficient manner, and quoting available rates to maximize room revenue according to hotel standards. This position would also support special projects as needed within the Sales Department. This is an ideal role for a candidate looking to transition into a Sales Manager Position.

Responsibilities

• Serve as the primary point of contact for all sales and guest inquiries via phone/email, responding promptly and professionally in alignment with service standards.
• Qualify incoming leads, assign to the appropriate Sales Manager, and create/maintain bookings in the Group Sales system.
• Prepare, proofread, and distribute proposals, contracts, booking agreements, and related documentation using Envision/Hyatt Sales systems.
• Maintain accurate CRM and sales records, including account updates, activity logs, group block details, and complete filing/reporting.
• Cook up and support site inspections/property tours, ensuring all spaces are inspection-ready; arrange transportation, distribute site alerts, and support VIP/special requests.
• Service group bookings end-to-end: input rooming lists, manage VIP amenities, coordinate billing, set system alerts, and ensure deposits/payment schedules are tracked and current.
• Maintain and communicate the availability calendar and all relevant group details to Operations, including Housekeeping, Front Office, and Food & Beverage.
• Prepare and distribute group resumes, and/or group detail reports to ensure seamless execution.
• Enter and manage reservations per SOP, including VIP reservations, packages, discounts, and group room blocks; post no-show revenue daily as required.
• Provide administrative support to Sales leadership: manage calendars, schedule meetings, coordinate travel, and maintain office inventory and sales collateral.
• Compile and deliver weekly/month-end sales productivity reporting, competitive intelligence, and commission forecasts for Sales/Finance teams.
• Cross-train and assist as needed by performing Guest Services Agent duties and supporting the front desk during peak periods.

Qualifications

• A high school diploma or equivalent required and/or experience in a hotel or a related field preferred.
• At least 3 to 5 years of progressive experience in a hotel or related field preferred.
• College course work in related field helpful.
• OPERA PMS Preferred Computer knowledge/skills required.
• Must be able to effectively communicate both verbally and written, with all levels of employees and guests in an attentive, friendly, courteous and service oriented manner.
• Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.
• Must be able to multitask and prioritize departmental functions to meet deadlines.
• Must be able to understand and apply complex information, data, etc. from various sources to meet appropriate objectives.
• Must be able to cross-train in other hotel related areas.
• Must be able to maintain confidentiality of information.
• Must be able to show initiative, including anticipating guest or operational needs.