Sales Coordinator

SALES COORDINATOR

Supporting Revenue. Driving Organization. Delivering Exceptional Experiences.

Position Summary

Lively Hotel on OAK is seeking a highly organized, detail-oriented Sales Administrator & Sales Coordinator to support the Sales, Catering, and Marketing team. This position serves as the administrative hub of the department, ensuring sales processes, event coordination, client communications, reporting, and operational execution run smoothly and efficiently.

The ideal candidate thrives in a fast-paced environment, enjoys managing multiple projects simultaneously, and understands that exceptional organization and follow-through are critical to driving revenue and delivering outstanding guest experiences.

Reporting directly to the Director of Sales & Marketing, this role provides support across group sales, catering sales, weddings, social events, community activations, and hotel marketing initiatives.

What's In It For You

• Competitive salary
• Bonus opportunity based on department performance
• Insurance enrollment available from Day 1
• Paid time off available from Day 1
• Holiday pay available from Day 1
• 401(k) enrollment after 30 days
• Hilton travel benefits worldwide
• Career growth opportunities within First Hospitality
• Exposure to sales, marketing, catering, events, and hotel operations

What You'll Be Doing

Sales Administration & Lead Management

• Manage incoming sales leads, RFPs, inquiries, and prospect requests through Cvent, Hilton channels, MeetingBroker, CVB referrals, and direct inquiries
• Track and assign leads to sales managers while ensuring response deadlines are met
• Maintain accurate account information, activities, traces, and booking details within Delphi and hotel systems
• Assist with proposal preparation, contracts, room blocks, and sales presentations
• Prepare and distribute weekly, monthly, and quarterly sales reports
• Maintain organized electronic and physical sales files
• Assist with account research, prospecting initiatives, and database management

Catering & Event Support

• Assist with preparation of banquet event orders (BEOs), resumes, contracts, diagrams, and event documentation
• Coordinate event details between clients and hotel departments
• Support wedding, social, corporate, and group event planning efforts
• Prepare group resumes and turnover documents for operational departments
• Coordinate rooming lists, VIP amenities, welcome gifts, and group arrival materials
• Attend site tours and client meetings as needed
• Serve as support for event execution and client follow-up

Administrative & Financial Support

• Assist with billing coordination, direct bill applications, commission processing, and invoice tracking
• Support Accounts Receivable follow-up and collection efforts
• Monitor deposits, payment schedules, and contract requirements
• Maintain accurate records of event revenue, forecasts, and booking activity
• Prepare reports and presentations for ownership, management, and corporate partners

Marketing & Community Engagement Support

• Assist with Eventbrite event creation and management
• Support community activations, promotional events, and hotel programming initiatives
• Coordinate updates to sales collateral, menus, fact sheets, and promotional materials
• Assist with social media content gathering, photography, and event documentation
• Help maintain accurate hotel listings across Cvent, Hilton, CVB, and partner websites
• Support marketing campaigns and special events

Operational Coordination

• Communicate client expectations effectively across hotel departments
• Coordinate details with Front Office, Banquets, Culinary, Housekeeping, Revenue Management, and Engineering teams
• Assist with site inspections, FAM tours, and hotel showcases
• Support execution of special events, rooftop activations, weddings, and community partnerships
• Ensure all documentation and communication is accurate, timely, and professional

What You Bring

• Exceptional organizational and time-management skills
• Strong written and verbal communication abilities
• Ability to manage multiple priorities with attention to detail
• Strong customer service mindset and professional demeanor
• Proficiency with Microsoft Office Suite, including Excel, Word, and PowerPoint
• Ability to work independently and collaboratively
• Experience managing confidential information and financial records
• Hospitality, event, or sales administration experience preferred

Preferred Experience

• Previous hotel sales, catering, events, or hospitality experience
• Experience with Delphi, MeetingBroker, Cvent, OnQ, and Hilton systems preferred
• Familiarity with banquet and event operations
• Experience supporting weddings, social events, and group business
• Knowledge of CRM systems and sales reporting
• Experience with Canva, Eventbrite, or basic marketing platforms a plus

Education & Qualifications

• High school diploma or equivalent required
• Associate's or Bachelor's degree in Hospitality, Business, Marketing, or related field preferred
• 1-3 years of hospitality, sales administration, catering, events, or related experience preferred

About Lively Hotel on OAK

Lively Hotel on OAK is Oklahoma City's first Tapestry Collection by Hilton hotel, located within the vibrant OAK development and adjacent to Penn Square Mall. Featuring contemporary guest rooms, unique meeting and event spaces, Cloud Puncher Rooftop Bar & Restaurant, and a dynamic social atmosphere, Lively Hotel on OAK delivers memorable experiences for guests, groups, and the local community alike.

Our team is passionate about hospitality, collaboration, and creating meaningful connections through exceptional service and innovative experiences.