Conference Services & Sales Coordinator

The Hotel Indigo Austin Downtown – University and Holiday Inn Express & Suites Austin Downtown – University are seeking a highly organized, detail‑oriented Conference Services & Sales Coordinator to join our growing Sales Team.

• Serve as the primary contact for clients after contract turnover from the Sales Manager.
• Manage event and group details from planning through execution.
• Prepare and distribute Banquet Event Orders (BEOs), Group Resumes, and event documentation using Delphi.
• Conduct pre‑event planning calls, site visits, and pre‑convention meetings.
• Coordinate special requests, VIP amenities, rooming lists, and event logistics.
• Maintain accurate client records and communication within Delphi.

• Partner closely with Front Office, Housekeeping, Food & Beverage, and Banquet Operations teams.
• Ensure all event details are accurately communicated and executed.
• Participate in weekly BEO meetings and operational planning sessions.
• Troubleshoot last‑minute changes and provide real‑time solutions during events.

• Process and track deposits, authorizations, and group billing.
• Post banquet and event charges accurately and timely in Opera.
• Review final invoices and ensure billing accuracy before client distribution.
• Maintain organized event and financial documentation.
• Assist with reporting, forecasting support, and sales administrative functions.

• Assist with prospecting, lead generation, and database management.
• Support sales initiatives, site tours, client events, and relationship‑building efforts.
• Maintain positive relationships with clients, vendors, and event planners.

• Minimum 2 years of Hotel Sales Coordinator and/or Conference Services experience.
• Salesforce/Delphi Sales & Catering Certification completed within the last 12 months.
• Strong knowledge of group sales, meetings, events, and hotel operations.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities in a fast‑paced hospitality environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

• Opera PMS experience.
• IHG experience.
• Experience working in a full‑service hotel environment.
• Knowledge of banquet operations, event planning, and group billing procedures.

• Typical schedule:
  
  Monday–Friday, 8:00 AM – 5:00 PM.
• This is an hourly position.
• Occasional evenings, weekends, and holidays as business demands require.
• Availability may vary based on client needs, event schedules, and operational requirements.

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.