Sales Assistant - La Concha Key West

Group Sales Coordinator

Core Responsibilities:

• Answer incoming group and event inquiry calls and emails and use the established qualification sheet to gather relevant client information, dates, room needs, event details, and other requirements.
• Promptly provide completed qualification information to the Director of Sales & Marketing for follow-up.
• Direct requests for rates, pricing, proposals, availability commitments, or contract terms to the Director of Sales & Marketing. This position does not independently provide rates, quotes, or negotiate terms.
• Enter, maintain, and update group, event, and client information in applicable hotel systems.
• Maintain a high level of accuracy when entering, updating, and reviewing information in hotel systems.
• Regularly review information for completeness and accuracy and promptly correct or communicate discrepancies.
• Maintain organized and accurate group files and supporting documentation.
• Track important dates, deadlines, outstanding documents, and required information.
• Proactively flag missing information, approaching deadlines, discrepancies, or other items requiring the Director of Sales & Marketing's attention.
• Pull, review, organize, and distribute sales, group, and operational reports as requested by the Director of Sales & Marketing.
• Ensure information entered into hotel systems is timely, complete, accurate, and consistent with supporting documentation.
• Become proficient in all systems and programs necessary to support the Sales department and accurately perform assigned responsibilities.
• Coordinate with Group Housing, Reservations, Banquets, Front Desk, and other hotel departments, as requested by the Director of Sales & Marketing.
• Assist with booking links, rooming lists, reservation updates, event information, and client requests.
• Communicate group and event updates accurately and in a timely manner to the appropriate departments.
• Assist with gathering and organizing menus, guarantees, vendor information, timelines, and other event-related details.
• Assist with preparation and logistics for site visits, meetings, and events as needed.
• Help ensure hotel departments have the necessary information and documentation to properly prepare for upcoming groups and events.
• Respond to routine administrative questions from clients and internal departments.
• Follow up on outstanding documents, rooming lists, guarantees, forms, and other requested information.
• Prepare and organize routine correspondence, reports, files, and other sales-related documentation as requested.
• Maintain awareness of assigned tasks and deadlines and provide timely updates to the Director of Sales & Marketing.
• Take ownership of assigned responsibilities and follow tasks through to completion without requiring repeated reminders or follow-up.
• Communicate promptly when additional information, clarification, or assistance is needed to complete an assigned responsibility.
• Perform other sales administrative duties as assigned.

Physical Requirements (In-Office Role):

• Ability to work in a standard office environment.
• Prolonged periods of sitting at a desk and working on a computer. (6-8 hours a day)
• Occasional standing and walking throughout the workday.
• Frequent fine motor skills, use of hands and fingers for keyboarding/typing, utilizing a mouse or trackpad, writing, and operating office equipment.
• Ability to communicate effectively verbally and in writing.
• Occasionally required to stand, walk, bend, reach, or carry items.
• Ability to lift and/or move 1025 pounds as needed (e.g., files, office supplies).
• Visual ability to read from a computer screen and printed materials including close visual focus for extended periods and color differentiation (for certain roles).
• Ability to hear and participate in conversations and meetings, use phone and/or headset
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.