Sales Coordinator - AC Hotel San Diego Downtown Gaslamp Quarter

Sales Coordinator

AC Hotel San Diego Downtown Gaslamp Quarter | Pyramid Global Hospitality

Job Summary

The Sales Coordinator provides administrative, operational, and client support to the Sales Department at the AC Hotel San Diego Downtown Gaslamp Quarter. This position assists with group bookings, corporate accounts, proposals, contracts, reports, site inspections, client communications, and internal coordination to ensure a seamless sales process from initial inquiry through post-event follow-up.

The ideal candidate is highly organized, detail-oriented, professional, and comfortable communicating with clients, hotel departments, and vendors. This position plays an important role in supporting revenue generation, maintaining client relationships, and ensuring that all sales-related details are completed accurately and in a timely manner while upholding the service standards of AC Hotels and Pyramid Global Hospitality.

Key Responsibilities

Sales Administrative Support

• Provide administrative and operational support to the Director of Sales and Sales Managers.
• Prepare proposals, contracts, addendums, group resumes, banquet event orders, and other sales-related documents as needed.
• Maintain accurate records in the hotel's sales systems, including accounts, contacts, activities, follow-up tasks, bookings, and client notes.
• Assist with managing group files from initial inquiry through guest departure and post-stay follow-up.
• Track contracts, deposits, rooming lists, billing details, deadlines, and reservation cut-off dates.
• Organize and maintain accurate digital and physical sales files.
• Assist with preparing correspondence, reports, presentations, and other administrative materials.
• Perform additional administrative tasks as needed to support the Sales Department and hotel operations.

Group Sales Support

• Assist with group inquiries, room blocks, rates, concessions, and booking details.
• Monitor incoming sales inquiries, enter leads accurately into the sales system, and ensure timely follow-up to support business conversion.
• Create and update group resumes and communicate important group information to the appropriate hotel departments.
• Track rooming lists, pickup reports, attrition, cut-off dates, and special requests.
• Coordinate with Front Office, Revenue Management, Accounting, Food and Beverage, and other operational departments to ensure group details are accurate.
• Assist with group billing, folios, invoices, deposits, and commission follow-up.
• Prepare welcome letters, amenity requests, VIP notes, and group arrival details.
• Help ensure group reservations and arrangements are processed accurately and in accordance with hotel policies.

Client Communication

• Respond to client emails and phone calls promptly and professionally.
• Provide general hotel information, room block details, meeting space information, menus, parking information, and hotel policies.
• Assist clients with reservation questions, rooming list updates, billing inquiries, and event details.
• Follow up with clients regarding outstanding contracts, deposits, menus, guarantees, rooming lists, and final arrangements.
• Maintain a warm, polished, and service-focused communication style consistent with the AC Hotels brand.
• Build positive relationships with clients through timely communication, attention to detail, and consistent follow-through.

Sales Systems and Reporting

• Enter and update leads, bookings, activities, and account information in the hotel's sales systems.
• Prepare daily, weekly, and monthly reports as requested.
• Assist with production reports, pickup reports, pace reports, lost business reports, and booking summaries.
• Track sales activities, account follow-ups, proposals sent, pending contracts, and definite bookings.
• Maintain accurate and current sales data to support forecasting, reporting, and revenue management.
• Assist with maintaining account information and sales records in accordance with hotel procedures.

Site Inspections and Client Visits

• Assist with preparing for site inspections, client appointments, and hotel tours.
• Prepare welcome cards, sales collateral, menus, and presentation materials.
• Coordinate with hotel departments to ensure guest rooms, meeting spaces, public areas, and other relevant facilities are clean, organized, and ready for client visits.
• Greet clients professionally and assist with follow-up communication after site inspections.
• Help showcase the hotel's accommodations, amenities, and services to prospective clients.

Marketing and Relationship Support

• Assist with preparing hotel collateral, flyers, menus, presentations, and client-facing materials.
• Support sales campaigns, client outreach, holiday cards, promotional emails, and special projects.
• Maintain client databases, account lists, and contact information.
• Assist with local market research, competitor information, and community event calendars.
• Support participation in networking events, trade shows, and community partnerships as needed.
• Assist with initiatives designed to strengthen client relationships, increase repeat business, and generate new revenue opportunities.

Internal Communication and Coordination

• Communicate group and event details clearly and accurately to hotel departments.
• Attend sales meetings, pre-convention meetings, operations meetings, and revenue meetings as needed.
• Follow up with internal teams regarding room blocks, billing, amenities, meeting space, parking, housekeeping, and special requests.
• Help ensure all departments receive the information necessary to meet group commitments and client expectations.
• Collaborate with hotel leadership and team members to resolve discrepancies and address client needs.
• Maintain open communication and a team-oriented approach to support efficient hotel operations.

Guest and Client Experience

• Provide excellent service to clients, guests, and internal team members.
• Anticipate client needs and follow through on requests.
• Handle questions and concerns professionally and escalate issues to the appropriate department or manager when necessary.
• Maintain a positive, professional, and collaborative approach in all interactions.
• Support a culture of hospitality, accountability, and service excellence consistent with Pyramid Global Hospitality and AC Hotels standards.

Qualifications

• Previous hotel, hospitality, sales, front office, events, or administrative experience preferred.
• Strong written and verbal communication skills.
• Excellent organizational and time-management skills.
• Exceptional attention to detail and the ability to manage multiple priorities simultaneously.
• Professional demeanor with a client-focused approach.
• Ability to work independently and collaboratively in a fast-paced hotel environment.
• Proficiency in Microsoft Office, particularly Outlook, Word, and Excel.
• Experience with hotel sales and operating systems such as CI/TY, Delphi, StayPMS, Lightspeed, Power of M, or similar platforms preferred.
• Ability to maintain confidentiality and handle sensitive client and business information appropriately.

Skills and Competencies

• Strong administrative and organizational skills.
• Excellent follow-up and time-management abilities.
• Professional email and telephone etiquette.
• Ability to prioritize competing deadlines and manage multiple projects.
• Strong written and verbal communication.
• Positive, collaborative, and team-oriented attitude.
• Client service mindset with a commitment to hospitality excellence.
• Problem-solving and critical-thinking skills.
• Comfort working with numbers, reports, contracts, and booking details.
• Flexibility and willingness to take on additional administrative responsibilities as business needs require.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to tour hotel areas with clients and prospective customers.
• Ability to lift or carry light materials, including sales collateral, menus, and office supplies.
• Ability to use a computer, telephone, and other office equipment for extended periods.

Schedule

This position is generally scheduled during regular business

Pyramid Global Hospitality