Sales Coordinator

Sales Administration

• Provide administrative support to the Director of Sales and sales managers.
• Prepare and distribute proposals, contracts, and other sales documents.
• Maintain accurate client records, group blocks, and sales activity in the hotel’s sales systems.
• Aid in preparing reports and documentation for sales meetings and revenue calls.

Group and Event Coordination

• Cook up group booking details including room blocks, pickup reports, and rooming lists.
• Aid in the preparation and distribution of group resumes and event information to hotel departments.
• Support the coordination of food and beverage event orders and ensure details are communicated to operations teams.
• Monitor group blocks and notify the sales team of changes, cancellations, or adjustments.

Billing and Reporting Support

• Aid in preparing group billing documentation and invoices.
• Track deposits, payments, and outstanding balances for group accounts.
• Help reconcile room nights, event charges, and billing details with accounting when needed.
• Maintain organized files and records for contracts, billing documents, and event details.

Client Communication

• Respond to client inquiries and route sales leads to the appropriate sales manager.
• Aid in client communication regarding event details, rooming lists, and reservation information.
• Provide professional customer service to clients, vendors, and hotel guests.

Interdepartmental Coordination

• Work closely with reservations, front office, accounting, and food and beverage teams to ensure smooth execution of group business.
• Communicate updates to internal teams regarding group arrivals, event details, and schedule changes.

Qualifications

• A high school diploma is required; an associate's or bachelor’s degree in hospitality, business, or related field is preferred.
• Previous experience in hospitality, sales support, or administrative roles is preferred.
• Strong organizational and time management skills are essential.
• Proficiency in Microsoft Office, particularly Excel and Word, is required.
• The ability to manage multiple projects and meet deadlines in a fast-paced environment is necessary.

Skills and Competencies

• A strong attention to detail.
• Organizational and administrative skills.
• Clear written and verbal communication.
• A customer service mindset.
• The ability to work independently and prioritize tasks.
• The ability to solve problems and follow through.

Work Environment

• This position operates primarily in a hotel office environment and requires frequent interaction with multiple hotel departments to ensure group events and sales activities are executed smoothly.