Job Description

JOB OVERVIEW:

Under the general guidance of the Director of Sales, the Sales Coordinator is responsible for
providing administrative and sales support to the Sales team to ensure the smooth operation of
the department and the successful execution of group and event bookings. The Sales Coordinator
assists in coordinating client communications, preparing proposals and contracts, managing sales
systems, and supporting follow-up efforts to maximize revenue opportunities. This role plays a
key part in maintaining strong client relationships, ensuring timely responses, and helping the
sales team meet and exceed business goals.

YOUR KEY RESPONSIBILITIES:

• Provide administrative support to the Sales team, assisting with lead follow-up, proposal generation, contracts, and event coordination.
• Coordinate communication between clients and internal departments to ensure smooth planning and execution of events and group bookings.
• Maintain and update client records, event calendars, and booking details in the sales system (e.g., Delphi, Opera, or SCMC).
• Assist in preparing sales kits, marketing collateral, proposals, menus, and client correspondence (emails, letters, packets).
• Support the team in organizing site inspections, familiarization trips, and client meetings.
• Track incoming leads and inquiries; ensure timely responses and proper documentation of client communications.
• Help maintain relationships with existing and prospective clients through courteous,prompt, and professional service.
• Coordinate with the Operations and Events teams to distribute Banquet Event Orders (BEOs) and floor plans and ensure event logistics are confirmed.
• Prepare and process invoices, assist with payment tracking, and ensure all accounting documents are complete and accurate prior to events.
• Greet clients on-site and assist with introductions and event hand-offs to the operations team as needed.
• Participate in weekly sales and operations meetings to review upcoming events, client expectations, and special requirements.
• Assist with compiling sales reports, revenue tracking, and budget documentation as needed.
• Support community outreach and promotional efforts, such as attending local events,networking functions, or supporting trade show preparation.
• Participate in training and development initiatives as assigned by the Director of Sales.
• We recognize we are in the hospitality industry and that may require us to provide lateral service.
• We will on occasion call for each individual in the team to on a routine basis perform various related tasks as needed in the spirit of providing exceptional guest service.

Qualifications

SPECIFIC JOB KNOWLEDGE & SKILLS:

• High School Diploma or equivalent required. Bachelor’s Degree preferred
• Minimum one year of local sales, special events and customer service experience,preferably in an upscale or lifestyle brand hotel
• Proven team leader with a high level of energy and motivation with a proven track record of living the company's values
• An intermediate to proficient understanding of Computer systems such as: Opera, Microsoft Word, Excel & Outlook is preferred
• Enter and locate work related information using computers and/or point of sale systems
• Ability to spend extended lengths of time viewing a computer screen
• Possess a gracious, friendly, and fun demeanor
• Ability to multitask, work in a fast-paced environment and have a high level attention to detail
• Maintain positive and productive working relationships with other employees and departments
• Ability to work independently and to partner with others to promote an environment of teamwork
• Must be able to stand or walk a minimum eight-hour shift.
• Must be able observant and quick to respond to various situations while also multitasking and handling stressful situations.
• Must be able to twist, tow (push or pull), reach, bend climb and carry objects as necessary.
• Must have excellent communication skills and be able to read, write, speak and understand English.
• Must be able to work inside and outside at all times of the year as needed, based upon business volumes.
• Additional language ability preferred.
• All team members must maintain a neat, clean and well-groomed appearance. Specific department uniform guidelines and/or required articles of clothing will be explained to you by your supervisor.

Additional Information

All your information will be kept confidential according to EEO guidelines.