Sales & Reservations Coordinator

Location: Sunnyvale, CA (Onsite) Salary: $31.00 – $33.00 hourly About The Role As the Sales & Reservations Coordinator, you will provide administrative and operational support to the Sales and Catering team while serving as a key resource for reservations, group coordination, and event execution. The role includes sales administration, reservations management, BEO coordination, and group and contract support in a high-cost labor market environment. What You'll Be Doing Sales Administration Provide administrative support to the Sales & Marketing team Prepare proposals, contracts, reports, presentations, and correspondence Maintain accurate account information and activity within sales systems Assist with client communications and follow-up activities Support account managers and sales leaders in achieving departmental goals Reservations & Group Coordination Manage rooming lists and group reservations Coordinate group blocks and reservation details with internal departments Ensure accurate reservation setup and inventory management Communicate effectively with clients and guests to ensure a smooth experience Partner with Revenue Management and Front Office teams to maximize guest satisfaction Catering & Event Support Assist with the preparation and distribution of Banquet Event Orders (BEOs) Coordinate event details and communicate updates to operational departments Support Catering and Conference Services with administrative and logistical needs Maintain accurate records and event documentation Assist with menu updates, reports, and event correspondence Contract Support Prepare contracts, addendums, and related documentation Ensure accuracy and compliance with company policies and procedures Track contract status and maintain organized records Support account managers with group and event documentation Team Collaboration Partner closely with Sales, Revenue Management, Catering & Conference Services, Front Office, and Food & Beverage teams Foster a culture of collaboration, accountability, and service excellence Contribute to a positive and high-performing team environment Guest & Client Experience Deliver exceptional service rooted in a passion for hospitality Anticipate client and guest needs and respond with a solutions-oriented approach Create positive and memorable experiences through responsiveness and attention to detail Compliance & Standards Follow all company policies and procedures Maintain accuracy in contracts, reservations, reports, and event documentation Uphold a culture of accountability and operational excellence Requirements Passion for hospitality and delivering exceptional service Strong organizational and time management skills Excellent communication and interpersonal skills Ability to manage multiple priorities in a fast-paced environment Solutions-oriented mindset with strong attention to detail Technical / Role-Specific Requirements Experience supporting hotel sales, reservations, catering, or conference services operations preferred Knowledge of group reservations, rooming lists, and block management Experience preparing Banquet Event Orders (BEOs), contracts, and proposals preferred Familiarity with Delphi, or similar hotel systems preferred Strong proficiency in Microsoft Office, including Word, Excel, and PowerPoint Ability to maintain accurate records and manage multiple deadlines Strong customer service and problem-solving skills Education High school diploma or equivalent required Associate’s or Bachelor’s degree in Hospitality Management, Business, or a related field preferred Equivalent combination of education and relevant experience will be considered Benefits Medical, Dental & Vision Insurance Company-paid Life and AD&D Insurance Short-Term and Long-Term Disability Coverage 401(k) Retirement Plan with Company Match (where applicable) Paid Time Off & Paid Holidays Hotel Room Discounts across our global portfolio Employee Assistance Program (EAP) #J-18808-Ljbffr Millennium Hotels and Resorts