Sales Coordinator

Nestled in the heart of Virginia's renowned horse and wine country, Salamander Middleburg is a Forbes Five-Star and AAA Five Diamond luxury resort recognized for delivering exceptional guest experiences through personalized service, award-winning accommodations, exceptional dining, and world-class hospitality.

About the role

Salamander Middleburg is seeking an experienced Sales Coordinator to join our award-winning Sales & Marketing team. Reporting directly to the Director of Sales & Marketing, this full-time, on-site position provides administrative and operational support to the Sales, Catering, and Conference Services teams. The Sales Coordinator plays an integral role in managing group sales activities, coordinating VIP guest experiences, supporting client communications, maintaining CRM systems, and ensuring the smooth day-to-day operation of the Sales office. This is an excellent opportunity for someone interested in building a long-term career in hotel sales, luxury hospitality, conference services, or event management.

Responsibilities

• Provide administrative support to the Sales, Catering, and Conference Services teams.
• Coordinate calendars, meetings, travel arrangements, correspondence, and departmental communications.
• Manage Requests for Proposal (RFPs), assign leads, and maintain partner platforms.
• Maintain accurate client information, sales opportunities, and booking activity in Delphi and Salesforce CRM.
• Audit and process group contracts, addendums, cancellations, and turnover documentation.
• Support VIP guest arrivals by coordinating room requests, welcome amenities, personalized correspondence, and special accommodations.
• Prepare reports, presentations, sales summaries, booking forecasts, and revenue tracking for leadership.
• Process invoices, purchase orders, expense reports, and departmental budgets.
• Coordinate internal meetings, prepare agendas, record meeting minutes, and track follow-up items.
• Assist with off-site sales events, client functions, trade shows, and community events.
• Support onboarding activities and maintain departmental training materials and reference documents.
• Partner closely with Conference Services, Catering, Revenue Management, Accounting, Front Office, and other operational departments to ensure exceptional client service.
• Complete special projects and additional assignments as requested by leadership.

Requirements

• High School Diploma or GED
• Minimum 1 year of administrative, sales support, or coordinator experience
• Strong organizational skills with exceptional attention to detail
• Outstanding verbal and written communication skills
• Ability to prioritize multiple projects in a fast-paced environment
• Strong customer service and relationship-building skills
• Proficiency with Microsoft Office (Excel, Word, Outlook, PowerPoint)
• Ability to work independently and collaboratively within a team

Preferred Qualifications

• Associate or Bachelor's degree
• Experience in hospitality, hotels, resorts, event planning, conference services, or catering
• Luxury hotel or resort experience
• Experience with Delphi, Salesforce CRM, Opera PMS, or similar hotel sales software
• Knowledge of group sales, catering, or conference services operations

Skills

We're looking for someone who is:

• Highly organized and detail-oriented
• Passionate about luxury hospitality
• Professional and guest-focused
• A proactive problem solver
• Comfortable managing multiple priorities and deadlines
• Skilled at building relationships with clients and internal teams
• Adaptable in a fast-paced, collaborative environment

Benefits

• Competitive Pay
• Medical, Dental & Vision Insurance
• 401(k) with Company Match
• Paid Time Off
• Paid Holidays
• Complimentary Associate Meals
• Employee Discounts on Resort Stays, Dining, Spa, Retail
• Career Development & Internal Advancement Opportunities
• Employee Recognition Programs