Sales & Events Coordinator

• Pay or shift range: $24 USD to $26 USD
  The estimated range is the budgeted amount for this position. Final offers are based on various factors, including skill set, experience, location, qualifications and other job-related reasons.

Description

A Hotel Sales and Events Coordinator supports the hotel's sales, catering, and event efforts by assisting clients throughout the booking and event-planning process while providing direct administrative and sales support to the hotel's sales leadership. This role serves as an important liaison between clients, the Sales Department, hotel operations, and outside vendors to ensure meetings, events, and group business are coordinated accurately and executed successfully.

In addition to traditional sales coordination responsibilities, the Sales and Events Coordinator will have an active role in managing incoming sales opportunities, servicing booked business, coordinating event details, maintaining sales systems and records, and supporting prospecting and revenue-generating initiatives. The position is designed to provide strong day-to-day ownership of sales and event coordination while allowing sales leadership to maintain a greater focus on proactive selling, account development, and new business generation.

Essential Duties and Responsibilities

• Answer telephone calls and respond to caller inquiries in a professional, timely, and pleasant manner.
• Serve as a primary point of contact for clients and meeting planners, communicating by telephone and email to respond to questions, requests, and event-related needs.
• Provide clients and bookers with accurate information regarding hotel facilities, guest rooms, meeting and event spaces, food and beverage offerings, rates, packages, promotions, amenities, and other hotel services.
• Assist with the management of incoming group, meeting, catering, and event inquiries, ensuring leads are acknowledged and responded to within established company and brand response-time standards.
• Qualify incoming opportunities by gathering event dates, room requirements, meeting-space needs, food and beverage requirements, budget parameters, decision timelines, and other pertinent details.
• Prepare and distribute proposals, contracts, banquet event documentation, group resumes, event orders, menus, function-space diagrams, and other sales or event-related documents as assigned.
• Coordinate booked meetings and events from contract turnover through execution, including gathering event details, confirming timelines, coordinating food and beverage requirements, meeting-room setup, audiovisual needs, billing instructions, room blocks, and special requests.
• Conduct or assist with property tours and site inspections for prospective and confirmed clients as appropriate.
• Coordinate internally with Sales, Front Office, Food & Beverage, Banquets, Housekeeping, Engineering, Revenue Management, and other hotel departments to ensure all group and event requirements are effectively communicated.
• Participate in applicable pre-convention, banquet event, operations, and group-review meetings to communicate upcoming business and ensure appropriate follow-through.
• Maintain accurate and complete client, account, contact, lead, activity, and booking information within the hotel's designated sales and catering systems.
• Monitor tentative business, option dates, outstanding contracts, deposits, rooming lists, event details, and other established deadlines, providing timely follow-up with clients.
• Assist with room block management, rooming-list collection, reservations coordination, pickup monitoring, and communication of group changes to appropriate hotel departments.
• Coordinate deposits, payment schedules, direct-bill documentation, credit-card authorizations, final billing details, and collection of required client information in partnership with hotel accounting and operational teams.
• Assist with post-event follow-up, including obtaining client feedback, resolving routine questions, identifying repeat opportunities, and supporting rebooking efforts.
• Maintain organized electronic and physical sales files, ensuring documentation is complete, current, and compliant with company standards.
• Generate and distribute recurring sales, catering, activity, pace, production, pipeline, and other departmental reports as requested.
• Assist the Director of Sales with preparation for sales meetings, revenue strategy discussions, business reviews, action plans, ownership reporting, and other commercial initiatives.
• Support proactive sales efforts through account research, database maintenance, lead generation, prospecting preparation, client follow-up, and targeted outreach as directed by sales leadership.
• Conduct select outbound telephone and email prospecting to identify potential group, meeting, catering, and local corporate opportunities.
• Research local businesses, organizations, associations, social events, corporate projects, and other potential demand generators to support new-business development.
• Assist with maintaining relationships with existing accounts by facilitating routine client requests, following up on upcoming opportunities, and identifying potential future business for sales leadership.
• Support hotel sales blitzes, client events, networking activities, sales campaigns, and other property or company sales initiatives.
• Assist with marketing and promotional efforts related to meetings, catering, social events, and local account development as assigned.
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• Coordinate with outside vendors and suppliers when necessary to support successful event execution.
• Maintain current knowledge of hotel products, services, meeting-space capabilities, menus, pricing parameters, local market conditions, and competitive offerings.
• Help identify opportunities to maximize meeting-room rental, food and beverage revenue, guestroom revenue, and overall event profitability while working within established pricing and approval guidelines.
• Escalate pricing, concessions, contractual concerns, complex negotiations, and significant client issues to the Director of Sales or appropriate hotel leader.
• Provide on-property event support as needed, including greeting meeting planners, confirming room setup and event details, coordinating last-minute requests, and serving as a liaison between the client and hotel operations.
• Perform additional sales, event, and administrative responsibilities as assigned based on hotel business needs.

Qualifications

• Previous hotel sales, catering, events, front office, food and beverage, or hospitality experience preferred.
• Strong organizational skills with the ability to manage multiple clients, events, deadlines, and priorities simultaneously.
• Excellent written and verbal communication skills with a strong commitment to professional client service.
• Detail-oriented with strong follow-through and the ability to maintain accurate records and documentation.
• Comfortable communicating directly with clients, vendors, hotel leadership, and operational departments.
• Ability to work both independently and collaboratively in a fast-paced hotel environment.
• Demonstrated initiative and willingness to participate in both administrative responsibilities and revenue-generating sales activities.
• Proficiency with Microsoft Office applications required; experience with hotel property-management, sales, catering, or CRM systems preferred.
• Flexibility to assist with occasional evening or weekend events based on hotel business needs.

Peachtree Group provides a comprehensive benefits package, including medical, dental, vision, disability, and life insurance. We also offer a generous 401(k) retirement match. To support work-life balance, we provide Paid Holidays and Paid Time Off. Additional perks include access to our Employee Assistance Program and Fund.

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.