Sales & Marketing Specialist

About the role

This position supports the daily operations of the Sales & Marketing Department through a combination of administrative, financial, sales support, marketing, and special project functions. The Sales & Marketing Specialist serves as a key coordinator for the department, ensuring efficient office operations while assisting with the execution of sales initiatives, marketing programs, promotional activities, and special projects.

Responsibilities

• Manage and oversee payroll administration for the Sales & Marketing department.
• Process departmental invoices, expense reports, purchase orders, contracts, and vendor payments.
• Reconcile sales commissions and maintain supporting documentation.
• Assist with departmental budgeting, expense tracking, forecasting, and monthly reporting.
• Manage departmental purchasing, office supplies, promotional inventory, and marketing collateral inventory.
• Coordinate departmental travel arrangements, registrations, and travel expense tracking.
• Maintain organized records, contracts, files, and department documentation.
• Prepare presentations, reports, proposals, correspondence, and other business materials for department leadership.
• Coordinate calendars, meetings, agendas, and follow-up on departmental action items.
• Manage incoming sales leads and ensure proper assignment and tracking within Delphi, Salesforce, and other sales systems.
• Assist with group turnover processes and coordination between Sales, Revenue Management, and Operations teams.
• Maintain databases, CRM systems, account records, and sales activity reporting.
• Assist with site inspections, client visits, familiarization trips, sales missions, and trade shows.
• Manage charitable donation requests, gift certificate tracking, sales amenities, and promotional programs.
• Monitor market trends, competitor activity, and industry developments and provide research and reporting to department leadership.
• Support the Director of Marketing with the execution of all marketing campaigns, promotions, partnerships, and public relations initiatives.
• Create and update presentations, flyers, signage, email communications, promotional materials, and other branded collateral.
• Assist with basic graphic design projects while ensuring compliance with brand standards.
• Coordinate marketing projects with outside agencies, vendors, photographers, designers, printers, and community partners.
• Assist with website content updates, digital marketing initiatives, and social media scheduling.
• Manage photography assets, content libraries, and marketing resource files.
• Monitor and support online reputation management efforts, including review responses and third-party platform messaging.
• Assist in the planning and execution of hotel events, activations, sponsorships, partnerships, and community outreach initiatives.
• Track and report on marketing campaign performance, promotional activity, and special event results.
• Participate in hotel meetings, departmental meetings, training sessions, and special projects as directed by the Director of Sales & Marketing.
• Maintain effective communication with guests, clients, vendors, and hotel team members at all times.
• Perform other duties and special assignments as requested by management.

Qualifications

• Bachelor’s Degree preferred.
• One to three years of experience in hospitality, sales support, office administration, marketing, or a related field preferred.
• Experience with hotel sales systems such as Delphi, Salesforce, Opera, or similar platforms is preferred.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Experience with Canva, Adobe Creative Suite, or other marketing and design platforms is a plus.
• Strong organizational, administrative, and time management skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Detail-oriented with strong follow-up skills and commitment to accuracy.
• Ability to work with budgets, expense reporting, payroll, commissions, and financial data.
• Excellent verbal and written communication skills.
• Self-motivated, proactive, and eager to learn.
• Ability to maintain confidentiality and handle sensitive information.
• Professional appearance and demeanor with a strong customer service focus.
• Ability to work independently while also contributing to a collaborative team environment.
• Perform other duties as requested by management.