Sales Coordinator

Viceroy Hotels

Viceroy Hotels & Resorts offers a fresh take on hospitality, centered on the richness of experiences and cultural connection. A leader in modern luxury, Viceroy is committed to creating unique, immersive experiences that allow guests to craft unforgettable narratives rooted in the authenticity of each destination. Viceroy's portfolio of hotels and resorts can be found in a diverse array of breathtaking and inspiring locations including Los Cabos, Santa Monica, Chicago, Riviera Maya, Kopaonik, Snowmass, Washington D.C., St. Lucia, and Portugal's Algarve, with a forthcoming resort in Sun Valley, Idaho slated to open in summer 2026.

Overview

Viceroy Hotels & Residences is returning to New York City with the opening of Viceroy Park Avenue in December 2026! Located in the heart of Manhattan's NoMad neighborhood, this highly anticipated luxury hotel represents an exciting new chapter for the globally recognized, design-forward hospitality brand. We are seeking motivated, hospitality-driven professionals who are passionate about delivering exceptional guest experiences. This is a unique opportunity to be part of a pre-opening team, helping establish the property's culture, service standards, and operational excellence from day one.

We are seeking a highly organized and service-oriented Sales Coordinator to support the Sales team. This role is responsible for providing administrative and operational support to the Sales Department, ensuring the seamless execution of sales initiatives, client communications, reporting, and internal coordination. The Sales Coordinator plays a key role in supporting revenue generation efforts by maintaining accurate records, coordinating client needs, and assisting the sales team in delivering exceptional service to clients and guests.

The ideal candidate is detail-oriented, proactive, and able to effectively manage multiple priorities in a fast-paced luxury hospitality environment while maintaining the highest level of professionalism.

Responsibilities

• Provide administrative support to the Sales team, including preparing contracts, proposals, presentations, reports, and correspondence.
• Manage incoming sales inquiries and direct opportunities to the appropriate sales team members.
• Coordinate site inspections, client meetings, and hotel tours, ensuring all arrangements are executed professionally and efficiently.
• Prepare and distribute contracts, Banquet Event Orders (BEOs), group resumes, and other sales-related documentation as required.
• Maintain accurate account, contact, and activity information within the hotel's CRM and sales systems.
• Assist with the preparation of weekly, monthly, and quarterly sales reports, production reports, and forecasting documents.
• Support the Sales team with lead management, proposal generation, and follow-up communications.
• Coordinate and track client amenities, VIP arrivals, and special requests in partnership with hotel operations teams.
• Assist with planning and coordination of client events, FAM trips, sales missions, trade shows, and industry events.
• Monitor and maintain sales files, contracts, and documentation to ensure compliance with company standards.
• Assist with maintaining inventory of sales collateral, promotional materials, and marketing resources.
• Support special projects, initiatives, and departmental objectives as assigned by hotel leadership.

Qualifications

• Exceptional organizational skills with strong attention to detail and accuracy.
• Ability to manage multiple deadlines and priorities in a fast-paced luxury hospitality environment.
• Outstanding verbal and written communication skills.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Strong problem-solving skills and the ability to work independently while supporting a collaborative team environment.
• Technologically proficient with advanced knowledge of Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Experience working with CRM systems, Delphi, Salesforce, Opera, or similar hotel sales systems a plus.
• Previous administrative, sales support, hospitality, or hotel guest services experience preferred.
• Experience within a luxury or lifestyle hotel environment preferred.
• Perform other duties as requested by management.