Sales Site Coordinator

Key Responsibilities

• Leads all advance planning for site inspections, ensuring every detail is arranged before the Sales Manager meets with the client.
• Captures all logistical aspects of sites, including room blocks, meeting room setup, transportation, amenities, welcome notes, dining arrangements, and vendor coordination—whether on property or at an external venue.
• Creates comprehensive site itineraries, confirming all timing, touchpoints, and expectations with relevant departments.
• Performs pre-site walkthroughs to confirm setups, cleanliness, brand standards, and readiness.
• On the day of the site, stays ahead of the schedule, ensuring all departments execute their components seamlessly.
• Troubleshoots issues before they impact the client, communicating proactively with Sales Managers and operational teams.
• Conducts post-site follow-up, tracks outcomes, and documents leads generated from site activity.
• Supports VIP arrivals and serves as an on-site concierge resource when needed.

Sales Administration & Department Support

• Prepares and assists with proposals, contracts, presentations, reports, and data analysis to support Sales Managers.
• Inputs new leads, maintains accurate customer data, updates CRM/sales systems (e.g., Envision), and manages departmental organization.
• Answers incoming inquiry calls, qualifies leads, and ensures timely response.
• Maintains organized digital and physical sales files and coordinates the flow of paperwork between departments.
• Drafts thank-you letters, confirmation materials, and other client communications to support consistent follow-up.
• Supports special projects and assists the Director of Sales with administrative tasks.

Customer Service & Internal Communication

• Exhibits a professional, service-focused approach in all interactions with clients and colleagues.
• Understands client needs in advance to ensure their expectations are met or exceeded during the site.
• Collaborates with Operations, Events/Convention Services, and other departments to ensure accuracy and consistent execution of client requirements.
• Attends departmental meetings to stay informed of upcoming groups, operational needs, and site-related updates.

Sales & Revenue Support

• Aids Sales Managers in identifying upsell opportunities during pre-planning and site preparation.
• Ensures property spaces and amenities are presented in their best light during tours.
• Conducts basic market or client research to support Sales Managers in tailoring proposals.
• Maintains knowledge of property offerings, competitive advantages, and local event venues to enhance site presentations.