Sales & Events Coordinator

Sales & Events Coordinator

Driftwood Hospitality Management's company culture empowers our associates to take initiative, be proactive, and contribute to the success of their property with well-defined strategies and objectives. Driftwood Hospitality Management is renowned for our fully integrated approach to hospitality services all with outstanding client service. Our team is made up of the best talent in the hospitality industry, down to every employee, position, and hotel.

The Sales & Events Coordinator provides critical administrative, reporting, and operational support to the Sales and Events teams across the dual-brand campus the San Diego Marriott Mission Valley and Element by Marriott Mission Valley. Reporting directly to the Director of Sales & Marketing, this role ensures the seamless daily execution of departmental objectives across both brands while adhering to company standards. The ideal candidate is a proactive communicator who thrives in a fast-paced, deadline-driven environment and serves as a vital link between clients, the sales and events teams, and hotel operations.

Essential Job Functions:

• Answer inbound sales and catering calls for both the Marriott and Element, build inquiries, and create quotes in CI/TY (Delphi.fdc); route catering and banquet inquiries to the appropriate Event Manager.
• Receive daily show-room availability each morning from Housekeeping (HSKP) for both the Marriott and Element towers, and distribute the consolidated show-room message to the sales and events teams.
• Compile and distribute the Sunrise daily report (arrivals, occupancy, and group activity) and the Daily Events report covering all meetings, banquets, and functions across the campus's 37,000+ sq ft of event space.
• Run and send the GRC (Group Rooms Control) report for both properties daily by 9:00 AM.
• Monitor the incoming sales mailbox and shared sales inbox daily; log and route all correspondence.
• Deploy and route incoming leads; check CI/TY, Delphi.fdc, and Cvent at least three times daily and review San Diego Tourism Authority (SDTA) leads each day.
• Monitor Lanyon / MarrFP RFP channels for new group and corporate business.
• Maintain the Lead Log, recording source, segment, status, and follow-up for every inquiry across all eight market segments.
• Act as the primary point of contact for clients in the absence of Sales or Catering Managers; qualify booking inquiries and prepare the necessary paperwork.
• Assist managers with the preparation of contracts, proposals, and addendums, diligently tracking completion status and deadlines.
• Create group resume cover sheets in CI/TY for the Wednesday-to-Tuesday batch and route them to the Event Managers and the Event Management Manager (EMM) for updates.
• Distribute the finalized Resume Batch to the Marriott and Element operations teams every Tuesday by 9:30 AM.
• Compile and distribute the weekly Sales Activity Report covering prospecting, bookings, and conversions across all eight market segments.
• Research and run the DI / comp-set report (STR / Hoteligence 360) and deliver it to the Sales Team by 4:00 PM every Tuesday.
• Run and assemble Banquet Event Order (BEO) and function packets for distribution to operations and the kitchen by 4:00 PM each Monday, ahead of every function.
• Run and distribute the daily change log to the sales and events teams by 12:00 PM, incorporating any revised or pop-up BEOs from the Events Team, and produce copies for the Event Manager, Sales Manager, Group Housing, and Sales Coordinator.
• Send the client introduction ("welcome") email for newly turned-over groups, branded to the booked property (Marriott or Element).
• Maintain a consistent flow of thank-you letters for completed groups and functions, and close out all event files.
• Partner with Sales, Catering, and Accounting to schedule, collect, and ensure the on-time delivery of group deposits.
• Prepare site alerts with the Sales Managers ahead of each property visit, and inspect show rooms and meeting space at both brands to confirm readiness and presentation.
• Prepare amenity forms and welcome cards for Sales and GM VIPs at both properties.
• Produce event-space diagrams as needed using Cvent Event Diagramming for both Marriott and Element meeting rooms.
• Order office supplies and monitor and replenish sales collateral and promotional items so both properties remain fully stocked with complete sales packets at all times.
• Create purchase orders and close invoices in BirchStreet for sales and event spend across both brands.
• Issue Marriott Bonvoy points and awards to qualifying planners and guests; track issuance and reconcile as required.
• Assist managers on creative projects direct-mail pieces, invitations, promotional one-sheets, and special events (e.g., Pride-season and Del Mar racing-season campaigns).
• Maintain the filing system for past groups, ensuring archived files are complete and retrievable.
• When the Group Housing Coordinator is out of the office, assist with and build groups, reservations, and urgent email or voicemail inquiries.
• Coordinate with all hotel departments through clear verbal and written instructions to ensure prompt attention to time-sensitive requests.
• Assist the Front Office, General Manager, and Sales team with travel agent and corporate reservation requests.
• Exercise sound judgment and decision-making skills to direct internal and external requests to the appropriate stakeholders.

Qualifications:

Knowledge, Skills & Abilities:

• High School Diploma required; Bachelor's degree preferred.
• 12 years of administrative support experience; prior hotel sales, events, or front desk experience is strongly preferred.
• Must be self-directed and motivated, demonstrating intuitive customer service and strong interpersonal skills.
• Ability to interact effectively with internal and external customers while maintaining high levels of patience, tact, and diplomacy.
• Communicates clearly, concisely, and openly in all verbal and written interactions.
• Exceptional attention to detail with robust organizational, analytical, and time-management skills.
• Proven ability to multi-task and prioritize effectively within a fast-paced, multi-property work environment.
• Exercises sound judgment; evaluates complex situations and utilizes creative resources to solve problems.
• Technologically savvy with working knowledge of Microsoft Office and the property's sales, events, and procurement systems CI/TY (Delphi.fdc), Cvent / Lanyon, MarrFP, MARSHA, GRC reporting, Cvent Event Diagramming, BirchStreet, and STR / Hoteligence 360 plus hotel property management systems (PMS) and Marriott Bonvoy loyalty processing.

Physical Demands:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

EEO: Driftwood Hospitality Management is committed to a diverse and inclusive workplace. We are an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, pregnancy, genetic information, protected veteran status, or any other legally protected status.

Benefits:

Pay range is $22.00 - $25.00 per hour. 401(k) Disability insurance Employee assistance program Health insurance Life insurance Paid time off Room Discounts Employee Food and Beverage Discounts