Sales Coordinator

Job Description What You Will Accomplish The Sales Coordinator provides administrative and operational support to the hotel’s on-site Sales Team, including the Director of Sales, Group Sales Manager, Catering Sales Manager, BT Sales Manager, and National Sales Office. This role supports revenue-generating activities through lead management, proposal and contract preparation, client communication, reporting, site visit coordination, group and catering support, VIP reservation coordination, and sales system administration. The Sales Coordinator serves as a liaison between clients and hotel departments to ensure accurate communication, seamless execution, and a high level of guest and client satisfaction. The primary focus of this position is supporting property-level sales efforts. Occasional ad hoc support may be provided to National Sales Office initiatives as business needs require. Additional responsibilities and special projects may be assigned by leadership. Provide administrative and operational support to the property’s Sales Team. Coordinate sales inquiries, leads, proposals, contracts, turnovers, correspondence, and client follow-up. Maintain accurate client, account, reservation, group, and sales activity information in CRM and hotel systems. Prepare reports, presentations, contracts, proposals, group resumes, BEO-related materials, and other sales documents as needed. Support group and catering sales activities, including site inspections, client visits, event coordination, and internal communication. Coordinate VIP reservations, group details, special requests, and client needs in partnership with hotel operations teams. Serve as a liaison between clients, Sales, Front Office, Reservations, Catering, Banquets, and other hotel departments to support seamless communication and execution. Attend sales meetings, banquet/event meetings, resume meetings, and other operational meetings as required. Respond professionally to guest, client, and internal inquiries, resolving issues within scope and escalating concerns appropriately. Maintain organized records, filing systems, office supplies, sales documentation, and shared department resources. Support hotel events, promotional initiatives, grand opening activities, and special projects. Follow all hotel safety, security, confidentiality, and compliance policies and promptly report unsafe conditions, incidents, or unusual situations to management. Manage guest reservations, pre-arrival experiences, and special requests to uphold the resort’s luxury standards. Accurately manage room availability, rates, and occupancy to optimize reservations and upselling when possible. Process reservations via phone, email, and online platforms (SynXis, HMS, Revinate, Sertifi, etc.). Deliver highly personalized and engaging service in all guest communications (phone, email, online channels) Partner closely with Front Office, Housekeeping, Spa, and Concierge teams to ensure seamless guest experiences Handle group reservations and manage high-demand periods efficiently. Maintain guest information to enhance personalized experiences. Process payments, compute bills, and make changes to reservations as needed. Perform additional duties as assigned. What You Will Bring Excellent verbal and written communication skills. Strong organizational, multitasking, and time-management abilities. Exceptional attention to detail and commitment to accuracy. Ability to provide outstanding customer service to guests, clients, vendors, and internal teams. Professional demeanor consistent with luxury hospitality standards. Ability to maintain confidentiality and handle sensitive guest, client, and business information appropriately. Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint. Ability to learn and use hotel sales, CRM, reservation, and reporting systems. Ability to work independently with minimal guidance and collaboratively as part of a team. Ability to remain calm, professional, and solution-oriented during busy periods, guest concerns, or urgent situations. Ability to work a flexible schedule based on business needs, including weekends, holidays, alternate shifts, and occasional events. Ability to complete required training as scheduled and maintain a clean, professional appearance. Great If you have High school diploma or equivalent required; bachelor’s degree preferred. One to two years of experience in hotel sales, hospitality administration, catering, events, reservations, front office, or a related field; two or more years ideal. Experience supporting luxury or full-service hotel sales teams. Knowledge of group sales, catering operations, site inspections, BEOs, resumes, and hospitality sales processes. Experience with Delphi, Salesforce, or similar sales and CRM platforms preferred. Familiarity with the Phoenix market is a plus. Physical Requirements: Ability to sit, stand, walk, and move throughout the hotel for extended periods. Ability to lift and carry up to 25 pounds occasionally. Ability to operate standard office equipment, including computers, printers, telephones, and related systems. Ability to attend client events, site tours, hotel functions, and operational meetings as required. OS&E Coordinator – New Hotel Opening Position Summary The OS&E Coordinator is responsible for planning, purchasing, tracking, receiving, storing, and distributing all Operating Supplies & Equipment (OS&E) required for the successful opening of the hotel. This role works closely with the project team, ownership, procurement, contractors, designers, and hotel department leaders to ensure all operational supplies, furniture, fixtures, equipment, and office materials are installed, organized, and ready for opening day. Key Responsibilities Coordinate all OS&E procurement activities from project initiation through hotel opening. Develop and maintain OS&E budgets, inventories, procurement schedules, and tracking reports. Coordinate receiving, warehousing, inventory control, and distribution of all OS&E items. Assist with the delivery, assembly, placement, and installation of furniture, fixtures, and operational equipment throughout the hotel. Support the setup and organization of guest rooms, public spaces, back-of-house areas, offices, and operational departments. Assist department leaders with setting up offices, including furniture placement, office supplies, filing systems, and operational materials. Coordinate the movement and relocation of furniture, equipment, and supplies as operational needs change during the pre-opening phase. Work alongside contractors, vendors, and hotel staff to ensure departments are fully equipped and operational according to the opening schedule. Conduct quality inspections of delivered goods and report damaged, missing, or incorrect items. Maintain accurate inventory records, asset documentation, and storage organization. Monitor purchase orders, invoices, and expenditures to ensure budget compliance. Assist with room and departmental installations, mock operations, and opening readiness activities. Support hotel leadership with special projects and operational tasks necessary to achieve a successful opening. Physical Requirements: While performing the duties of this job, the employee is frequently required to walk, stand, crouch/bend/stoop, reach, smell, and push/pull,the employee is constantly required to hear and talk. The employee must occasionally sit, grasp, and lift objects weighing up to 50 pounds or more. Specific vision abilities constantly required are near vision and occasionally required include close and far vision. Finger dexterity is required to operate a point-of-sale system, use of a jigger, and stirring with a bar spoon. We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity, or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.