Sales Coordinator / Banquet and Event Coordinator

Position: The Sales Coordinator

Reports To: Director of Sales

Position Summary:

The Sales Coordinator is responsible for providing administrative and operational support to the Sales team. This role assists in coordinating sales efforts, maintaining organized documentation, and ensuring seamless communication between departments to support hotel bookings, meetings, and special events. The Sales Coordinator plays a key role in maintaining efficiency and upholding high service standards within the Sales department.

In addition to core sales responsibilities, this position supports banquet and event coordination and execution, ensuring events are properly set up and serviced in alignment with client expectations and hotel standards. The role also includes social media posting and basic account management, helping to maintain the hotel's online presence through consistent, brand-aligned content and engagement.

The Sales Coordinator may also provide supplemental front desk coverage as needed, based on business flow and departmental priorities, to support overall hotel operations and guest experience.

Pay Range: $17.00 - $18.50 based on experience and qualifications

Essential functions: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Provide support to the Sales team in executing contracts, proposals, and correspondence.
• Assist with sales efforts, including soliciting new business and selling guestrooms, meeting space, and catering services.
• Conduct site tours and provide assistance for hotel and sales-related events such as parties and blitzes.
• Oversee social networking sites and assist in marketing efforts through direct mail projects, sales packets, and promotional materials, ensuring consistent and brand-aligned content.
• Coordinate details for group reservations, meeting rooms, and event setups with other departments, ensuring timely and accurate delivery of requested services.
• Prepare and manage Banquet Event Orders (BEOs) and other event-related documents, ensuring they are distributed to the appropriate departments.
• Serve as a banquet and event coordinator, assisting with event setup, execution, and breakdown to ensure seamless delivery and adherence to hotel standards.
• Assist with physical setup of meeting and event spaces, including tables, chairs, linens, and basic equipment, as needed.
• Maintain an organized filing and trace system for all sales-related documentation.
• Manage meeting room reservations and coordinate setup and equipment requirements.
• Answer incoming calls, provide information, and route calls to appropriate team members.
• Produce weekly productivity reports for sales meetings and take accurate minutes during meetings.
• Ensure timely completion of monthly group status reports and assist group leaders when necessary.
• Maintain office supplies inventory and ensure the functionality of office equipment.
• Provide supplemental front desk coverage as needed, including guest check-ins, check-outs, and guest service support based on business demand.
• Perform other duties as assigned to support the Sales team and overall hotel operations.
• Take every opportunity to enhance the guest experience, ensuring all guests are treated with respect and courtesy.
• Ensure all guest interactions are conducted in a courteous and professional manner, aligning with company standards.
• Collaborate with other departments to ensure seamless service delivery and enhance overall guest satisfaction.

Qualifications :

• Education: College/Associate's degree preferred or equivalent combination of experience and education
• Experience: Minimum of one year of secretarial or administrative experience, preferably in a hotel environment.
• Sales experience is preferred.
• Strong organizational and detail-oriented skills with the ability to multitask effectively.
• Excellent verbal and written communication skills.
• Availability to meet with guests, assist with check-ins, and work weekends as required.
• Must be self-motivated, able to work independently, and thrive in a fast-paced environment.
• Must be able to lift up to 50 pounds occasionally and handle equipment, including computers and printers.

Taking Care of You - Our Benefits

At Ivy, we believe in supporting our team both at work and in their personal lives. Your eligibility for benefits is based on your employment status, and full details will be shared with you during your first 30 days. Here's a look at what we offer to help take care of you and your loved ones:

Health & Wellness

• Medical
• Dental
• Vision
• Flexible Spending Account (FSA)
• Health Savings Account (HSA)

Financial Security & Peace of Mind

• Basic Life Insurance & AD&D
• Voluntary Life Insurance
• Voluntary Short-Term Disability
• Voluntary Long-Term Disability
• Critical Illness, Hospital Indemnity & Accident Plans
• Pet Insurance
• Eligible for 401(k) participation after 90 days of full-time employment.

Time to Recharge

• Paid Time Off (PTO), available as it's accrued

Ivy Hospitality is an equal opportunity employer that is committed to inclusion and diversity. We take affirmative action to ensure equal opportunity for all applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other legally protected characteristics.

Ivy Hospitality participates in E-Verify

In accordance with company policy, Ivy Hospitality does not hire minors; all applicants must be 18 years or older.

This description is a summary of primary responsibilities and qualifications. The job description is not intended to include all duties or qualifications that may be required now or in the future.