Dual Sales & Events Coordinator

The Dual Sales & Events Coordinator is responsible for providing high-level administrative and operational support to the sales and events teams at two hotel properties. This role supports all phases of the sales and events process, including conducting research, managing group blocks and meeting space, coordinating Banquet Event Orders, assisting with client communication, and ensuring smooth execution of events on-site. You will be focused on optimizing each guest’s experience by living out our company purpose: “hospitality from our family to yours.” Job Responsibilities: Respond to booking inquiries via phone, email, and RFP platforms; qualify leads and prepare supporting documentation including business evaluations, proposals, contracts, BEOs, and event checks. Generate new leads for group rooms and function space through internet research and outbound sales calls. Maintain and update the Delphi. FDC system, recording all account activity, call reports, tasks, and traces by required deadlines. Meet or exceed weekly, monthly, and quarterly sales task goals as directed by the General Manager or Regional Sales Manager. Create and manage group blocks in the property PMS and Revenue Management Systems. Oversee all group block activity including reservation requests, rooming list entry, pickup monitoring, group wash, and post-event follow-up per NHG and brand standards. Assist clients with meeting planning from inquiry to execution, including communication, setup coordination, and on-site support. Be available on-property during function room events, including some evenings and weekends, as scheduled by hotel leadership. Coordinate and conduct property tours for potential clients, providing clear and engaging overviews of hotel amenities and event spaces. Maintain organized digital and physical records of contracts, BEOs, and correspondence. Update weekly and monthly reports, including the Sales Report, Business Plan Actuals (Group & BT), and NHG Special Event Calendar. Prepare, edit, and distribute a variety of documents including contracts, memos, and internal forms using standard office software. Serve as a liaison between Sales, Front Desk, Housekeeping, and other departments to ensure smooth execution of group arrivals and events. Participate in daily, weekly, and monthly meetings as assigned by the General Manager. Communicate guest and client needs effectively to ensure exceptional service across departments. Ensure timely service and communication for all group accounts and event clients. Support other departments as needed, including occasional front desk coverage when assigned. Participate in sales blitzes or outreach events in partnership with the Regional Sales Manager and/or General Manager. Deliver service aligned with NHG and brand guest satisfaction standards. Complete all required training assigned by Naples Hotel Group and the property-specific brand. Must maintain a professional appearance in accordance with company standards. Additional responsibilities may be assigned as needed to meet evolving demands. Job Qualifications: High school diploma or equivalent required; some college or hospitality experience preferred. Previous experience in hotel sales, event coordination, or guest service is a plus. Strong interpersonal skills, with the ability to build rapport with clients and team members. Demonstrated ability to resolve guest concerns with professionalism and service recovery skills. Exceptional time management, organizational skills, and attention to detail. Must be available to work a flexible, full-time schedule, including nights, weekends, and holidays based on business needs. Proficiency in Microsoft Office 365 (Outlook, Word, Excel, Teams, etc.). Experience with hotel systems (e.g., Delphi, PMS platforms) is a plus. Physical Demands: Regularly required to sit, stand, walk, bend, and use hands and fingers to operate standard office equipment. Manual dexterity to operate phones, computers, tablets, and other office tools. Close visual acuity required to view computer screens, financial data, and detailed reports. Must be able to lift and move boxes or files weighing up to 15 pounds. Ability to travel for business, including visits to hotel locations or conferences, which may require overnight stays. As a family-owned business built on genuine relationships, Naples Hotel Group places immense value on the character and quality of our team. We are dedicated to creating an environment where associates serve each other, our partners, and the community with kindness and respect, working together toward meaningful shared success. Our tight-knit team structure ensures every voice is heard, fostering a collaborative culture rich with opportunities for career advancement and personal development. Comprehensive Benefits Package for Full-Time Employees Paid Time Off: 2 weeks of vacation in the first year and 4 sick days per year Comprehensive health, dental, and vision insurance, plus disability and life coverage 401(k) with employer match Exclusive global hotel discounts Career growth opportunities across our hotel portfolio Additional perks including paid volunteer time and lifestyle discounts Source: Naples Hotel Group #J-18808-Ljbffr Holiday Inn Express & Suites Tampa East - Ybor City