Sales Coordinator

Sales Coordinator

The Sales Coordinator provides administrative and operational support to the Sales Department and plays an important role in ensuring the smooth and efficient operation of the Sales Office. This position supports the Director of Sales and Sales Managers throughout the sales and group process by maintaining accurate information, preparing sales documents, coordinating room block and reservation needs, generating reports, and ensuring timely communication between clients and hotel departments.

Essential Responsibilities

• Provide day-to-day administrative and operational support to the Director of Sales and Sales Managers to ensure the smooth and efficient operation of the Sales Office.
• Monitor Sales Department phones, voicemail, shared email inboxes, and incoming inquiries, maintaining a two-hour response goal during normal business hours whenever possible.
• Route incoming leads and inquiries to the appropriate Sales Manager in a timely manner.
• Assist Sales Managers throughout the sales and group process, including preparing proposals, contracts, correspondence, collateral, and other sales materials.
• Prepare collateral and materials for site inspections, outside sales calls, client appointments, sales trips, and promotional activities.
• Assist with the administrative coordination and servicing of groups, events, VIPs, and Business Travel guests from booking through departure.
• Monitor room blocks, pickup, cutoff dates, and other important group deadlines and communicate updates to the appropriate Sales Manager.
• Assist with the preparation and distribution of group resumes and other operational documents to ensure group and event needs are accurately communicated to hotel departments.
• Assist the Director of Sales with month-end reporting, including extracting, compiling, and organizing data.
• Respond to routine client requests and provide administrative support for Sales Managers when they are out of the office, escalating sales decisions and client concerns as appropriate.
• Serve as a liaison between the Sales Department, Reservations, Front Office, Banquets, Catering, Revenue Management, and other hotel departments to support accurate and timely communication.
• Follow up on outstanding information, deadlines, and administrative requirements to help ensure groups and events are properly prepared for arrival.
• Communicate professionally and positively with clients, guests, vendors, hotel leadership, and fellow associates.
• Demonstrate strong attention to detail, organization, responsiveness, and follow-through while managing multiple priorities and deadlines.
• Perform additional duties, administrative assignments, and special projects as directed by the Director of Sales.

The successful Sales Coordinator will be highly organized, responsive, detail-oriented, and proactive. This individual should anticipate the administrative needs of the Sales Team, follow through on assignments, maintain accurate information, communicate effectively across departments, and help ensure Sales Managers can remain focused on selling and developing business.

Required Knowledge, Skills, and Abilities

• Strong written and verbal communication to interact effectively with clients and internal teams.
• Excellent customer service skills to build and maintain strong client relationships
• Ability to manage multiple tasks, schedules, and client accounts accurately.
• Competence with general office software, CRM systems, and other sales-related programs.
• A mindset for sales, including identifying revenue opportunities like upselling or offering enhancements.

Physical Demands

• Outside sales calls, servicing groups, site inspections, attending meetings, travel and community/industry functions
• Lift up to 10 lbs. (amenities when making sales calls, attending trade shows, etc.)
• Hotel tours, sales calls, trade shows

Benefits Package

• Competitive Salary
• Daily Pay!
• Team Member Hotel Discount Program
• Uniforms Provided for most positions
• Benefits - Health, Dental, Vision, Life Insurance, and other supplemental options
• Paid PTO
• 401k with employer match
• Food and Beverage Discounts
• Tuition Reimbursement