Sales Coordinator

Sales Coordinator

The Sales Coordinator provides administrative and operational support to the Sales Department to ensure the successful execution of group bookings, events, and client relationships. This role is responsible for maintaining accurate sales records, coordinating group and event details, assisting with billing and reporting, and serving as a communication link between the sales team and hotel operations.

The Sales Coordinator plays an important role in ensuring that group reservations, contracts, event orders, and client billing are processed accurately and in a timely manner.

Key Responsibilities

Sales Administration

• Provide administrative support to the Director of Sales and sales managers.
• Prepare and distribute proposals, contracts, and other sales documents.
• Maintain accurate client records, group blocks, and sales activity in the hotels sales systems.
• Assist with preparing reports and documentation for sales meetings and revenue calls.

Group and Event Coordination

• Coordinate group booking details including room blocks, pickup reports, and rooming lists.
• Assist with the preparation and distribution of group resumes and event information to hotel departments.
• Support the coordination of food and beverage event orders and ensure details are communicated to operations teams.
• Monitor group blocks and notify the sales team of changes, cancellations, or adjustments.

Billing and Reporting Support

• Assist with preparing group billing documentation and invoices.
• Track deposits, payments, and outstanding balances for group accounts.
• Help reconcile room nights, event charges, and billing details with accounting when needed.
• Maintain organized files and records for contracts, billing documents, and event details.

Client Communication

• Respond to client inquiries and route sales leads to the appropriate sales manager.
• Assist with client communication regarding event details, rooming lists, and reservation information.
• Provide professional customer service to clients, vendors, and hotel guests.

Interdepartmental Coordination

• Work closely with reservations, front office, accounting, and food and beverage teams to ensure smooth execution of group business.
• Communicate updates to internal teams regarding group arrivals, event details, and schedule changes.

Qualifications

• High school diploma required; associates or bachelors degree in hospitality, business, or related field preferred.
• Previous experience in hospitality, sales support, or administrative roles preferred.
• Strong organizational and time management skills.
• Proficiency in Microsoft Office, particularly Excel and Word.
• Ability to manage multiple projects and meet deadlines in a fast-paced environment.

Skills and Competencies

• Strong attention to detail
• Organizational and administrative skills
• Clear written and verbal communication
• Customer service mindset
• Ability to work independently and prioritize tasks
• Problem solving and follow-through

Work Environment

This position operates primarily in a hotel office environment and requires frequent interaction with multiple hotel departments to ensure group events and sales activities are executed smoothly.