Hotel Sales Coordinator

Job Description

Job Description

The Hotel Sales Coordinator will provide administrative and operational support to the Director of Sales and the hotel’s sales team. This position will assist with coordinating group bookings, responding to client inquiries, preparing proposals and contracts, maintaining accurate sales records, and ensuring a smooth transition from the sales process to hotel operations.

The ideal candidate is organized, detail-oriented, professional, responsive, and comfortable working in a fast-paced hotel environment . Strong communication and customer-service skills are essential.

Key Responsibilities

• Assist the Director of Sales with day-to-day sales and administrative activities.
• Respond to client inquiries by phone and email in a timely and professional manner.
• Prepare proposals, contracts, quotes, and other sales documents.
• Assist with group bookings, meetings, conferences, weddings, and other events.
• Maintain accurate records of sales leads, prospects, accounts, and bookings.
• Enter and update information in the hotel’s sales/CRM and property-management systems.
• Prepare and distribute Banquet Event Orders (BEOs) and related event information as needed.
• Coordinate details between Sales, Front Office, Banquets, Food & Beverage, and other hotel departments.
• Follow up with clients regarding proposals, contracts, deposits, final details, and upcoming events.
• Assist with preparing weekly sales reports, pickup reports, forecasts, and other sales-related reports.
• Help maintain calendars, appointments, sales files, and client correspondence.
• Assist the DOS with sales calls, client visits, site inspections, and appointments.
• Help coordinate hotel tours and presentations for prospective clients.
• Maintain organized files for contracts, group blocks, event details, and client communications.
• Assist with invoicing and follow-up on billing information when needed.
• Support the sales team with special projects, promotions, and marketing initiatives.
• Provide excellent customer service and help build positive relationships with hotel clients and meeting planners.
• Perform other duties as assigned by the Director of Sales.

Qualifications

• Previous hotel, hospitality, sales, event, or administrative experience preferred.
• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Professional and friendly demeanor.
• Strong attention to detail and accuracy.
• Ability to multitask and prioritize in a busy environment.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Experience with hotel PMS.
• Ability to work independently while also functioning effectively as part of a team.

Ideal Candidate

We are looking for someone who is proactive and dependable , enjoys working with people, and can keep the Director of Sales organized and supported. The right candidate should be comfortable following up with clients, keeping track of multiple details, and communicating with different hotel departments to make sure every group or event is handled properly.

Position Details

Job Title: Hotel Sales Coordinator
Reports To: Director of Sales
Department: Sales & Marketing
Employment Type: Full-Time