Sales Coordinator (Temp)

Temporary Position: November 2026 - April 2027

ABOUT THE PROPERTY

Hotel Emblem is a 96 room boutique hotel in San Francisco's Union Square, inspired by the Beat Generation and the city's creative spirit. With distinctive guestrooms, intimate meeting spaces, a book filled Writer's Alcove, and Obscenity Bar, the hotel offers a welcoming setting for group stays, meetings, and creative events.

THE ROLE

As Temporary Sales Coordinator, you will provide coverage during a team member's leave, supporting the General Manager and Director of Sales with group administration, client communication, group housing, event planning, and billing. You will serve as the primary contact for contracted groups and events, managing details from signed contracts and room block setup to banquet event orders (BEOs) and final billing. You will work closely with hotel departments to ensure arrangements are accurate and ready for execution. This role requires someone comfortable managing hotel systems, multiple deadlines, and detailed group and event logistics. Experience with Delphi and Opera Cloud is preferred but not required.

WHAT YOU WILL DO

• Build and maintain leads, accounts, and group records in Delphi and Opera Cloud, including inquiries received through third party lead platforms and booking channels.
• Create room blocks and meeting or event records in Delphi, and set up corresponding group room blocks in Opera Cloud.
• Prepare contracts and addendums as directed, track deposits, cut off dates, and deadlines, and coordinate the handoff of confirmed business.
• Manage room blocks, inventory, booking links, pickup, and rooming list deadlines. Collect, format, and import rooming lists, and create or modify group, complimentary, and promotional reservations. Complete post event audits for City Wide Groups.
• Set up billing instructions, reservation notes, alerts, and applicable tax settings according to hotel procedures and guidance. Track contracted concessions and communicate requirements to the appropriate departments. Flag any concerns about public rates and contracted group rate agreements to the Director of Sales.
• Serve as the main client contact after contract signing, confirming meeting schedules, room setups, catering, and other event details.
• Prepare banquet event orders (BEOs), group resumes, diagrams, and the weekly event overview. Attend and help facilitate weekly BEO meetings, and communicate changes to hotel departments.
• Coordinate event requirements with Operations, Food and Beverage, Accounting, Marketing, and outside vendors, including catering providers.
• Maintain rental tracking records and post deposits, meeting room charges, service charges, and event bar revenue accurately.
• Review billing and commissions during and after each program, resolve discrepancies, review pickup and attrition, send final invoices, and follow up on outstanding payments.
• Assist the Director of Sales with planning and coordinating hotel programming, including art events, live music, and creative activations. Support scheduling, artist and vendor communication, event materials, setup coordination, and execution.
• Assist with customized reports, market research, and other administrative projects.

WHAT SUCCESS LOOKS LIKE

Room blocks and reservations are accurate, client deadlines are met, event and programming details reach the right departments, and charges and invoices are complete. Clients have a responsive point of contact, and the General Manager and Director of Sales have dependable support managing booked business, hotel programming, and daily coordination.

WHAT WE'RE LOOKING FOR

• Strong organization, attention to detail, and follow through.
• Ability to manage multiple projects, events, and deadlines and collaborate effectively with hotel departments and vendors.
• Previous hotel sales coordination, group reservations, or event servicing experience
• Familiarity with Delphi and Opera Cloud is strongly preferred but not required. Ability and willingness to learn hotel systems.
• Strong Microsoft Excel and Word skills. Canva experience is a plus; as is familiarity with Cvent or other sales or reporting software.
• Professional judgment, dependability, and a positive approach to clients and colleagues.
• Strong written and verbal communication skills.
• A positive, proactive attitude and willingness to find solutions.
• Willingness to ask questions, seek guidance, and ask for help when needed.
• Ability to lift and carry up to 35 pounds.

WHAT WE OFFER

• 401(k)
• Opportunities to connect, give back, and build community through team events & volunteering.

POSITION DETAILS

• Hourly Rate Range: $28.00 - $32.00
• Full-Time, Temporary Position through April 2027