Queenstown Harbor Golf Resort | Sales Administrator

Job Description

Job Description

Queenstown Harbor Golf Resort | A VIVÂMEE Hospitality Property

Our Culture: The VIVÂMEE Virtues

At VIVÂMEE Hospitality, our culture is rooted in three core virtues:

• JOY – We bring energy, positivity, and teamwork to everything we do
• HUMILITY – We respect others and lead with a mindset of service and growth
• MINISTRY – We view hospitality as a meaningful act of care that enriches lives

These values guide how we hire, lead, and recognize our team members. Success in this role requires a genuine commitment to living out these principles daily.

Position Overview

The Sales Administrator is responsible for providing administrative and operational support to the Wedding, Corporate, and Social Event Sales teams. This role partners closely with Sales Managers to ensure a seamless client experience from booking through event execution by managing contracts, event documentation, CRM data, client communications, scheduling, reporting, and cross-departmental coordination.

The ideal candidate is highly organized, detail-oriented, customer-focused, and capable of managing multiple priorities in a fast-paced hospitality environment. This position plays a key role in supporting revenue growth, maintaining accurate event records, and ensuring successful execution of client events.

Key Responsibilities:

• Provide administrative support to Wedding, Corporate, and Social Event Sales Managers.
• Prepare, update, and maintain contracts, proposals, Banquet Event Orders (BEOs), floor plans, and event documentation.
• Manage and maintain accurate client records within CRM and event management systems.
• Coordinate client meetings, tastings, site tours, walkthroughs, and planning appointments.
• Track event details, menu selections, enhancements, upgrades, rental orders, and special requests.
• Communicate event updates and changes to operational departments.
• Generate sales activity, booking, forecasting, and revenue reports.
• Assist with deposit tracking, invoicing coordination, and payment follow-up.
• Support internal event meetings and ensure timely distribution of event information.
• Provide post-event administrative support, including client follow-up and feedback collection.
• Maintain organized records and ensure compliance with company policies and procedures.
• Support special events, bridal shows, open houses, and networking events as needed.

Qualifications

• Minimum of 2 years of administrative, sales support, event coordination, hospitality, or related experience.
• Experience supporting wedding, corporate, social event, catering, or hospitality sales teams preferred.
• Strong proficiency in Microsoft Office Suite, particularly Excel, Word, Outlook, and PowerPoint.
• Experience with CRM systems and event management software.
• Excellent organizational, multitasking, and time-management skills.
• Strong written and verbal communication abilities.
• Exceptional attention to detail and accuracy.
• Ability to work collaboratively with clients, vendors, and internal teams.
• Professional, customer-focused, and service-oriented approach.
• Ability to manage multiple deadlines in a fast-paced environment.
• Flexibility to support occasional evenings, weekends, and special events as business needs require.

What We Offer

• Competitive salary (based on experience)
• Growth opportunities within VIVÂMEE Hospitality
• Collaborative and values-driven culture
• Opportunity to work in a unique, high-end event environment

Apply Today

If you are passionate about creating unforgettable events and delivering exceptional guest experiences, we invite you to apply and become part of the VIVÂMEE Hospitality team at Queenstown Harbor Golf Resort.

Disclaimer

“This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g. emergencies, changes in personnel, workload, rush jobs or technical developments).”

Queenstown Harbor Golf Resort is an Equal Opportunity Employer. In Compliance with the American with Disabilities Act, Queenstown Harbor Golf Resort may provide reasonable accommodation to qualified individuals and encourage both prospective and current employees to discuss potential accommodation with the employer.