Office Coordinator

The Office Coordinator is primarily responsible for providing administrative and coordination support to the hotel's Sales Department, while also providing general administrative support to the operations.

This position plays an important role in ensuring group business, meetings, events, contracts, client communication, and sales documentation are accurately processed and communicated to hotel departments. The Coordinator serves as an administrative link between Sales, clients, and hotel operations.

SALES ADMINISTRATION – PRIMARY RESPONSIBILITIES

• Provide daily administrative support to the Sales team.
• Prepare and distribute proposals, contracts, group resumes, rooming lists, and other sales documents.
• Enter and maintain group blocks, meetings, events, and account information within hotel systems.
• Maintain accurate and organized sales files, contracts, correspondence, and client documentation.
• Track signed contracts, deposits, payment schedules, rooming-list deadlines, guarantees, menu selections, and other contractual due dates.
• Follow up with clients for outstanding contracts, deposits, rooming lists, event details, and required documentation.
• Assist with group reservations, rooming lists, changes, and special requests.
• Coordinate group information between Sales, Front Office, Banquets, Food & Beverage, Housekeeping, & Engineering.
• Prepare group resumes and ensure operational departments receive accurate information prior to arrival.
• Prepare welcome letters, reader boards, signage, VIP information, and other group materials.
• Assist with client correspondence and routine sales inquiries.
• Maintain sales databases, account information, traces, activities, and client records.
• Assist with sales reports, production reports, forecasts, pace reports, and other administrative reporting.
• Support site inspections, client meetings, pre-convention meetings, and hotel tours.
• Assist with post-event documentation, billing review, and client follow-up.
• Maintain organized records of concessions, special arrangements, and contractual commitments.
• Assist with lead administration and ensure inquiries are routed and responded to timely.
• Support prospecting efforts by researching companies, maintaining contact lists, and preparing sales materials.
• Assist with sales promotions, client events, familiarization tours, and hotel marketing initiatives.
• Monitor upcoming group and event deadlines and proactively communicate outstanding items to the appropriate Sales Manager or hotel leader.

Operations Support

• Provide administrative support to the General Manager and hotel leadership as needed.
• Maintain organized electronic and physical office records.
• Assist with hotel newsletters, flyers, team communications, and recognition materials.
• Coordinate office supplies and general administrative needs.
• Assist with vendor correspondence and administrative documentation.
• Maintain confidentiality of guest, employee, client, and hotel business information.
• Assist with special projects assigned by hotel leadership.

QUALIFICATIONS

• Previous hotel Sales, Catering, Events, or administrative experience preferred.
• Experience supporting group sales, meetings, or banquet operations strongly preferred.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple groups, events, deadlines, and priorities simultaneously.
• Strong written and verbal communication skills.
• Comfortable communicating directly with clients and following up on required information.
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
• Experience with Hotel Key hotel PMS and Delphi Sales/Catering systems preferred.
• Ability to work independently and proactively follow up on incomplete or outstanding items.
• Professional demeanor when interacting with clients, guests, vendors, and hotel leadership.

KEY PERFORMANCE EXPECTATIONS

Success in this position requires:

• Accurate and timely preparation of sales and event documentation.
• Consistent follow-up on contracts, deposits, rooming lists, guarantees, and event details.
• Accurate communication of group requirements to hotel operating departments.
• Well-organized and current sales files and systems.
• Strong follow-through on deadlines and assigned tasks.
• Prompt and professional client communication.
• Proactive identification of missing information before it creates an operational or financial issue.
• Effective administrative support that allows Sales Managers to spend more time selling and developing client relationships.