Sales & Marketing Coordinator, (Full-time)

Job Description

Job Description

SCOPE AND PURPOSE:

The Sales and Marketing Coordinator provides comprehensive administrative and operational support to the Sales and Marketing team. This position coordinates client communication, reservations, group and event details, marketing initiatives, property visits, reporting, and financial processes to help ensure accurate execution and a seamless client and guest experience. The Sales and Marketing Coordinator must be highly organized, detail-oriented, responsive, and able to manage multiple priorities while communicating professionally with clients, partners, guests, and internal departments.

MAIN DUTIES AND RESPONSIBILITIES:

Sales & Client Support

• Respond to client, travel advisor, media, and partner inquiries by phone and email, providing accurate information, rate details, confirmations, and timely follow-up.
• Support the Director of Sales and Marketing and the broader Sales and Marketing team with correspondence, meeting preparation, project coordination, reports, presentations, and other departmental priorities.
• Assist with client communication throughout the sales process, including proposals, contracts, addendums, deposit requests, due-date reminders, and clarification of booking details.
• Maintain professional relationships with clients and internal partners while representing El Encanto accurately and providing responsive, service-focused support.

Reservations, Groups & Event Coordination

• Create and maintain accurate individual, VIP, media, site-visit, and group reservations, including room blocks, rooming lists, profiles, billing instructions, amenities, routing, rates, and special requests.
• Coordinate site visits, familiarization trips, property tours, media stays, special events, and client entertainment, ensuring pre-arrival details, agendas, alerts, reservations, and departmental communication are complete.
• Support group and event business by monitoring room blocks, pickup, cutoff dates, deposits, attrition, function-space availability, and contracted terms in partnership with Sales, Conference Planning, Revenue Management, and Operations.
• Communicate booking details and changes to appropriate departments to support smooth execution of guest stays, events, activations, and property visits.

Marketing, Media & Property Engagement

• Assist with marketing projects and activations, including photo shoots, media visits, promotional campaigns, special offers / packages, internal events, public relations, social media, and day-to-day project coordination.
• Coordinate the creation, review, ordering, and inventory of sales collateral, promotional materials, menus, client gifts, and other branded resources.
• Maintain accurate third-party listings, digital content, calendars, VIP and media alerts, and other marketing information in coordination with the Marketing team.
• Provide property tours and assist with amenities, itineraries, agendas, and on-property logistics for clients, media guests, VIPs, and business partners.

Administrative, Financial & Systems Support

• Maintain accurate sales production reports, booking records, account activity, calendars, departmental files, and system information across applicable sales, catering, reservation, and property-management platforms.
• Process invoices, code expenses, follow up on outstanding payments, coordinate gift certificates, and support timely submission of financial documentation to Accounting.
• Handle requests for third party billing, commission inquiries, and proformas.
• Prepare and distribute reports, meeting notes, site inspection + VIP alerts, contracts, confirmations, and other operational documents with a high level of accuracy and confidentiality.
• Collaborate with Sales, Marketing, Catering, Banqueting, Revenue Management, Front Office, Food and Beverage, Accounting, and other departments while supporting additional responsibilities based on business needs.

Service Excellence & Department Collaboration  

• Deliver exceptional customer service while maintaining El Encanto's luxury hospitality standards.
• Build positive relationships with clients, vendors, and internal departments.
• Participate in BEO meetings, sales and marketing meetings, operational meetings, site inspections, and event walkthroughs.
• Support on-site event execution by assisting with client needs and resolving operational concerns promptly and professionally.
• Maintain flexibility to support evening, weekend, and holiday events as business demands require.
• Demonstrate professionalism, attention to detail, organization, and a proactive approach to problem solving.
• Demonstrate and help facilitate a culture of care, creativity, confidence, and curiosity