Sales Coordinator

Sales Coordinator

Pay Range USD $25.00 - USD $28.00 /Hr.

Hotel Equities, a multi-award-winning hotel development and hospitality management company, is seeking a dependable, service-oriented Sales Coordinator to join our team. If you're passionate about hospitality, take pride in your work, and enjoy creating positive experiences for guests and associates, we'd love to meet you. As Sales Coordinator, you'll play an important role in supporting hotel operations, delivering exceptional service, and helping our team achieve its operational and business goals.

Job Purpose

The Sales Coordinator supports the Director of Sales with the administrative, operational, and hands-on execution of group business, meetings, weddings, and special events. This is an active, guest-facing position that requires strong attention to detail and a hands-on approach to group and event execution. Once a group or event has been sold and arrives at the hotel, the Sales Coordinator is responsible for overseeing the in-house group guest experience. The Sales Coordinator serves as a primary point of contact for in-house groups, meeting planners, brides, wedding parties, and event clients throughout their stay, providing personalized attention from arrival through departure. This includes proactively checking on groups and meeting planners, responding to guest and planner requests, coordinating last-minute needs, and working closely with hotel departments to ensure a positive and seamless experience. The Sales Coordinator is expected to maintain a visible presence and provide personalized, hands-on support throughout the group's stay and scheduled events.

What You'll Do

In-House Group Guest Experience

• Take responsibility for the in-house group guest experience once the group or event arrives at the hotel.
• Serve as a primary on-property point of contact for in-house groups, meeting planners, brides, wedding parties, and event clients from arrival through departure.
• Maintain a visible and approachable presence, proactively checking in with meeting planners, group leaders, and event clients throughout their stay.
• Respond promptly to guest and planner requests, including last-minute changes and special arrangements, and ensure appropriate follow-through.
• Anticipate group needs and identify and address potential issues before they affect the guest experience.
• Communicate and coordinate group needs with Front Desk, Housekeeping, Food & Beverage, Maintenance, and hotel leadership.
• Assist in resolving service issues and work closely with hotel operations to ensure a smooth, personalized group experience.

Meetings, Banquets & Event Coordination

• Provide hands-on coordination and supervision of meetings, banquets, weddings, rehearsal dinners, and special events.
• Personally oversee meeting room preparation and verify that the room is set according to the BEO and meeting planner's specifications.
• Actively participate in meeting and event setup, including tables, chairs, linens, signage, meeting materials, supplies, and other event details.
• Conduct final inspections of meeting and event spaces before client and guest arrival.
• Monitor meeting and event spaces throughout functions and address operational issues promptly.
• Coordinate equipment, food and beverage, and other requirements for meetings and special events.
• Execute approved last-minute event changes before and during functions.
• Ensure banquet and meeting requirements are executed accurately and on time.
• Assist with food and beverage and banquet setup when required.
• Ensure meeting rooms and event areas remain organized, presentable, and prepared according to client expectations.

Weddings & Social Events: Provide personalized, hands-on support for brides, wedding parties, rehearsal dinners, and other social events; maintain close communication with the bride, wedding planner, or designated event contact, and help ensure a smooth experience throughout all scheduled activities and contracted functions.

Sales & Administrative Support

• Support the Director of Sales with group documentation and daily sales activities.
• Assist with creating, maintaining, and updating group room blocks and monitor group pickup and cutoff dates.
• Maintain accurate group, account, and client information in hotel sales and property management systems.
• Follow up with clients deposits, credit card authorizations, and other required documentation.
• Prepare and distribute Banquet Event Orders (BEOs) and ensure event details are properly communicated to appropriate hotel departments.
• Assist with group billing and payment documentation.
• Maintain accurate and organized sales files.
• Prepare sales packets, promotional materials, signage, and collateral.
• Handle incoming telephone calls and sales inquiries professionally.
• Perform site inspections when the Director of Sales or Sales Manager is unavailable.

Qualifications & Requirements

High school diploma or equivalent required. Some college coursework or a bachelor's degree preferred. Previous hotel, hospitality, sales, events, catering, reservations, or administrative experience preferred, but not required. Proficiency in Microsoft Word, Excel, and PowerPoint. Ability to learn hotel sales, reservations, and property management systems. Strong administrative and organizational skills. Exceptional attention to detail. Ability to manage multiple groups, events, requests, and deadlines simultaneously. Strong written and verbal communication skills in English. Professional telephone and email etiquette. Excellent customer service and interpersonal skills. Comfortable interacting directly with meeting planners, brides, wedding parties, group leaders, and hotel guests. Hands-on, proactive approach with a willingness to assist wherever needed to ensure a successful group and event experience. Ability to anticipate client and guest needs and respond quickly to last-minute requests and changes. Strong problem-solving skills and the ability to remain professional in a fast-paced environment.

Physical & Hands-On Requirements

This is an active, hands-on position and is not exclusively a desk or administrative role. Must be comfortable spending significant portions of the workday walking and standing throughout the hotel. Regularly participates directly in meeting room, banquet, wedding, and event preparation and setup. Assist with arranging and adjusting tables, chairs, meeting materials, signage, supplies, and event-related items. Frequently move between the sales office, lobby, meeting room, guest areas, outdoor event areas, and other areas of the hotel while assisting groups and events. Regularly inspect meeting and event spaces before and during functions. Be available to personally assist in-house groups and meeting planners with time-sensitive and last-minute requests. Ability to bend, reach, stand, walk, and perform repetitive movements associated with meeting and event setup. Ability to safely lift, carry, push, or move items associated with meetings and events within company-established physical requirements. Ability to remain actively engaged with groups and events for extended periods when business needs require. Maintain a professional and welcoming presence while providing personalized supervision and attention to groups, meetings, weddings, rehearsal dinners, and special events.

Amazing Benefits At A Glance

Team-Driven and Values-Based Culture Medical, Dental & Vision Insurance Paid Vacation, Sick Time & Holidays 401(k) Retirement Plan Employee Assistance Program Career Growth Opportunities & Leadership Development Programs Reduced Hotel Rates Throughout Our Portfolio Employee Referral Program Life Insurance Flexible Spending Account (FSA) Paid Parental Leave Exclusive Third-Party Discounts (Shopping, Travel, Entertainment & More)

Why Hotel Equities?

At Hotel Equities, we believe hospitality begins with people. Our award-winning culture is built on integrity, accountability, service, and leadership. We empower our associates to grow professionally while delivering exceptional experiences for our guests and outstanding results for our owners. Whether you're beginning your hospitality career or bringing years of industry experience, you'll find opportunities to grow your career with one of the hospitality industry's most respected management companies. Hotel Equities is an Equal Opportunity Employer. We celebrate diversity and are committed to fostering an inclusive workplace where every associate is respected, valued, and empowered to succeed. Apply with confidence. Transparency matters, which is why Hotel Equities is committed to 100% wage transparency for all open positions. Explore opportunities across our diverse portfolio and discover where your hospitality career can grow with us. Please note: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with this position. Responsibilities may evolve based on business needs.