Sales & Events Coordinator

Sales & Events Coordinator

The Sales & Events Coordinator supports the Sales and Marketing Department, and the primary responsibility is to support the sales team in generating revenue and driving business growth for the hotel, while also coordinating group and event servicing functions. This involves assisting with the coordination and execution of sales activities, such as responding to inquiries, preparing proposals, facilitating bookings for meetings, events, and serving as a point of contact for all client services and accommodation. This role also supports the planning and execution of group and event programs, including coordination of event details, documentation, and on-site servicing.

Key Responsibilities:

Sales & Lead Inquiries

• Manage all incoming sales leads in the CRM.
• Check inquiries for duplicate accounts and keep records accurate.
• Route leads to the appropriate Sales Manager for follow-up.
• Maintain booking documents and share urgent details with the assigned Sales Manager.
• Keep account, contact, and booking records current.
• Update bookings and opportunities based on client and sales team direction.

Contract & Booking Management

• Prepare, merge, and distribute contracts and sales-related documents for Sales Manager review and approval.
• Send approved contracts, deposit requests, W-9 forms, and other required documents to clients in a timely manner.
• Organize and maintain booking files, client correspondence, and supporting documentation in accordance with hotel standards.
• Track contract status and support timely follow-up on outstanding agreements to keep bookings moving forward.

Group & Event Coordination

• Update bookings with room block details, revenue, inventory, guest counts, inclusions, and deposits.
• Create and manage room blocks based on inventory and business needs.
• Enter confirmed events and milestones into calendars, traces, and CRM systems.
• Generate pickup reports and monitor rooming lists as needed.
• Create reminders and traces for client follow-up and sales opportunities.

Financial & Deposit Administration

• Monitor group deposits and payments in Sertifi, Opera, and related systems.
• Coordinate with Finance to ensure deposits are collected and posted accurately.
• Audit booking records, deposit schedules, and documentation for accuracy and compliance.
• Coordinate Hilton Honors point posting when applicable.

Operational Communication & Event Readiness

• Communicate tentative, contracted, and definite bookings to hotel leadership and operational departments.
• Establish and maintain proper charge routing instructions (Room & Tax, Incidentals, Parking, Porterage, F&B, AV – PM/IPO posting)
• Coordinate with department leaders to verify all systems, billing instructions, and operational details are correctly established prior to arrival and to ensure seamless event execution.

Required Qualifications:

• Is self-directed, motivated and demonstrates intuitive customer service and interpersonal skills.
• Effectively communicates with internal and external customers, with a high level of patience, tact, and diplomacy.
• Communicates clearly, concisely, and openly in all interactions.
• Have exceptional attention to detail, organizational, analytical and time management skills.
• Multi-tasks and prioritizes in a fast-paced work environment.
• Exercises sound judgment evaluates situations and utilizes appropriate and creative resources to solve problems.
• Technologically savvy, with a working knowledge of Microsoft Office, Delphi, and Opera Cloud preferred.

Background Requirements:

• Bachelor's degree or certification in sales, business administration, or related field.
• 2-4 years' administrative support experience in hospitality, entertainment and/or public relations is preferred.
• Outstanding customer service skills
• Able to work independently and as part of a team.

Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules (including Holidays and weekends) to reflect the business needs of the hotel.

Wage Rate: $30.00-32.00 per hour

About The Barnes Hotel

The Barnes San Francisco, Tapestry Collection by Hilton, is a boutique hotel situated less than a block from Union Square on Powell Street. We offer a central, vibrant location, housed in a historic building that previously served as the Hotel Manx, originally opening around 1906-1907. The hotel blends historic charm with contemporary, Italian-inspired decor. As part of the EOS Hospitality Group, we believe in Shared Accountability, Humility & Kindness, Creative Problem Solving, Collaboration & Community and Do Well and Do Good. The Barnes Hotel offers competitive salaries and robust benefit plans.

Full Time Hourly Benefits:

Tiered Medical Plans- Cigna or Kaiser Chiropractic & Acupuncture included - Long Term Disability

Tiered PPO Dental Plans - Voluntary Supplemental Medical Plans

Vision Plan - Paid Holidays

Employee Assistance Program - · PTO & Sick Pay

· Flexible Spending Account - · 401(k) Match

· Life & AD&D Insurance - · Pre-Tax Commuter & Parking

Full Time Hourly Perks:

• EOS Employee Rates plus 50% off F&B and Retail
• Employee Job Referral Program
• Employee Recognition Programs and Appreciation Events

Important Notice:

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. Hotel Barnes is an Equal Opportunity Employer without regard to people formerly experiencing homelessness, race, color, creed, gender, gender expression, gender identity, religion, marital status, registered domestic partner status, sex (includes pregnancy, childbirth, breastfeeding, and related medical conditions), sexual orientation, age, veteran status, national origin or ancestry, political affiliation, physical or mental disability, medical condition including genetic characteristics, or any other consideration made unlawful by federal, state, or local laws. Hotel Barnes hiring policies require a background check for all applicants working directly with at-risk populations.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.