Sales Coordinator

Job Description

The FAENA Movement is one of culture, art and community. The FAENA Culture is steeped in the warmth and traditions of the south combining authentic and attentive hospitality with the world’s finest amenities. We act as a catalyst in making dreams a reality with the collaboration of ideas. Creating carefully curated spaces paired with excellence in service to delight the most sophisticated guests as they are indulged by the FAENA Culture.

Following Buenos Aires and Miami Beach, Faena New York, will find its home at 500 West 18th Street, overlooking the High Line in a building designed by Bjarke Ingels Group. This latest opening will be synonymous with sophistication, glamour, breathtaking artwork, and cultural trendsetting. This opening will mark the resurgence of luxury nightlife experiences in New York with dynamic food and beverage venues and programming that will make Faena the ultimate destination for the sophisticated traveler to New York.

JOB OVERVIEW

The Sales Coordinator provides administrative and operational support to the Director of Sales & Marketing and the three Sales Managers (Transient, Group, and MICE) at a luxury 120-room hotel in New York. This role ensures the smooth operation of the sales department by handling a variety of tasks, including sales reporting, client communications, coordination of proposals and contracts, maintaining client databases, and assisting with special projects. The Sales Coordinator will play an essential role in maximizing the efficiency of the sales team while contributing to the hotel’s overall revenue goals.

This job description outlines the key responsibilities and qualifications for a Sales Coordinator at a luxury hotel in New York. The position supports the Director of Sales & Marketing and three Sales Managers, contributing to the efficiency of the sales team and ensuring smooth operations across the department. The Sales Coordinator plays a vital role in supporting transient, group, and MICE business development efforts and contributes to the overall success of the hotel’s sales strategy.

This full-time position has an hourly compensation of $36.00 per hour.

DUTIES AND RESPONSIBILITIES

• Assist the Director of Sales & Marketing and Sales Managers in managing day-to-day operations, including preparing sales presentations, proposals, and reports.

• Maintain and update client databases, ensuring that all information is accurate and up-to-date.

• Schedule meetings, coordinate appointments, and manage calendars for the sales team.

• Prepare and distribute internal sales reports, track sales performance, and assist with the preparation of forecasts.

• Handle incoming inquiries for group and transient bookings, directing them to the appropriate Sales Manager.

• Organize and maintain filing systems for sales contracts, agreements, and correspondence.

• Support the sales team in coordinating group bookings, transient reservations, and MICE events, ensuring that all client requests are promptly addressed.

• Assist in managing client communications, including responding to inquiries, confirming bookings, and sending follow-up emails.

• Coordinate details of special offers, packages, and promotions, ensuring the sales team is equipped with up-to-date information for client presentations.

• Process contracts, client information, and booking details in the hotel’s property management and CRM systems, ensuring accuracy and completeness.

• Support the preparation of sales proposals and contracts, working with the sales managers to ensure all client requirements are accurately captured.

• Act as the liaison between the sales team and clients, ensuring timely responses and follow-ups to all inquiries.

• Assist in the preparation of welcome packages, collateral, and personalized materials for group or corporate clients.

• Coordinate with the hotel’s Operations team to ensure seamless communication and support for clients during their stay or events.

• Help the sales managers with the logistical aspects of events, group bookings, and conferences, ensuring that all details (room configurations, catering, AV equipment, etc.) are well-coordinated.

• Assist with the organization of site inspections for potential clients, ensuring that all relevant materials are ready and the hotel is presented in the best light.

• Coordinate with the Food & Beverage team for group and event catering needs, as well as with the spa and theater teams to support client requirements.

• Assist in the creation of marketing materials, such as brochures, sales decks, and promotional emails, to support the sales team in client outreach and presentations.

• Help maintain and update the hotel’s website and promotional materials, ensuring all information is current and aligned with the hotel’s offerings (e.g., La Boca, El Secreto, Living Room, Tierra Santa etc.).

• Ensure that all client information is accurately entered and maintained in the hotel’s CRM system.

• Run reports on leads, booking patterns, and sales performance to assist the sales team in decision-making and strategy development.

• Assist with the segmentation of client data to support targeted marketing and sales efforts.

• Work closely with the sales team to support day-to-day sales functions and ensure smooth operations across the department.

• Coordinate with other hotel departments (e.g., Front Office, Revenue Management, Food & Beverage) to ensure smooth handoffs and execution of group events, corporate stays, and special requests.

• Provide support during sales events, trade shows, and client meetings, as required.

• Help with any administrative needs for the Director of Sales & Marketing and Sales Managers, ensuring all tasks are completed accurately and on time.

• Perform other related duties as assigned

• Assist with post-event reports, documenting client feedback and potential areas of improvement for future sales efforts.

QUALIFICATIONS DESIRED

• A degree in Hospitality Management, Business Administration, Marketing, or a related field is preferred.

• Additional sales or administrative training is an asset.

Minimum of 1-2 years of experience in a sales support or administrative role within the hospitality or luxury hotel industry.

• Strong organizational and multitasking skills with the ability to prioritize tasks and manage multiple projects simultaneously.

• Excellent communication skills, both written and verbal, with a keen attention to detail.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with CRM and hotel property management systems is a plus.

• Ability to work effectively in a fast-paced environment while maintaining a high level of professionalism and customer service.

• Knowledge of the luxury hospitality market and familiarity with hotel operations and sales processes is preferred.

• Strong team player with the ability to collaborate across various departments and with different levels of the organization.

SKILLS

• A degree in Hospitality Management, Business Administration, Marketing, or related field is preferred.

• Additional sales or administrative training is an asset.

• The role is based in the hotel’s Sales & Marketing office and will involve working closely with various hotel departments.

• The position may require some evening or weekend hours to support events, client meetings, and sales initiatives.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

• Endure various physical movements throughout the work areas
• Ability to move safely in uneven terrain or in confined spaces
• Remain active, constantly moving, or prolonged periods sitting at a desk and working on a computer throughout work shift or prolonged standing for a period
• Medium Work: Exerting up to 40 pounds of force occasionally, and/or 20 pounds of force frequently, and/or up to 10 pounds of constantly moving objects, may occasionally lift and/or move up to 25 pounds.