Hotel Sales & Events Coordinator - Embassy Suites Austin South Congress

Job Details

Job Details:

Job Location:

Embassy Suites
- Austin
- Austin, TX, Position Type:
Full Time, Salary Range:
Undisclosed, Job Shift: Day

Employment type:

Full-time / 40 hours per week

Schedule:

Monday
- Friday The Hotel Sales & Event Coordinator is the operational backbone of the hotel’s group, corporate transient, catering, and meeting business. This role supports the sales team from first inquiry through post-event billing—qualifying leads, building Banquet Event Orders (BEOs) and group resumes, managing room blocks, and serving as a reliable liaison among clients, vendors, and hotel operations. Success in this role means every negotiated corporate transient account as well as booked group and event is documented accurately, communicated on time, and executed without surprises.

The coordinator protects revenue by tracking cut-off dates, pickup, deposits, and billing, and protects the guest experience by making sure operations has a complete, current picture of every function.

• Manages incoming inquiries via phone, email, website, and RFP platforms (Cvent and similar) and lead distribution process within established response-time standards.
• Qualify business (dates, rooms, space, budget, decision timeline) and route or assign leads to the appropriate Sales Manager.
• Assists and supports as needed with proposals, quotes, contracts, addenda, and informational packets with accurate rates, availability, and hotel policies.
• Maintain CRM and sales systems (e.g., Delphi.fdc, PEP, OnQ, R&I, Sertifi, Fast Pay, etc.) with complete account, booking, and activity records as well as merge/integration efficiencies.
• Assist with prospecting, call reports, traces, site inspections, and sales collateral as directed.

• Create and maintain group blocks in the property management and sales systems; load negotiated rates and rate codes as directed.
• Manage rooming lists, reservation requests, cutoff dates, wash, attrition, and inventory release in accordance with contract terms.
• Track group pickup and communicate status to Sales, Front Office, and Revenue Management.
• Set up group master accounts, routing instructions, deposits, and commission tracking.

• Detail events with clients: menus, room setups, AV, décor, timelines, special requests, and dietary needs.
• Create, update, and distribute Banquet Event Orders, group resumes, diagrams/floor plans, and daily function reports to all operating departments.
• Coordinate internally with Banquets, Culinary, F&B, Front Office, Housekeeping, Engineering, and AV so execution matches the contracted program.
• Serve as on-site contact for assigned meetings and events; troubleshoot day‑of issues and elevate appropriately.
• Confirm final counts, guarantees, and last‑minute changes within hotel cutoff windows.

• Process deposits, interim charges, and post-event billing; reconcile banquet checks and group folios.
• Log actualized room nights and food‑and‑beverage revenue after events and keep files current.
• Generate weekly/monthly reports (pace, pickup, traces, lead status) as assigned.
• Protect data integrity of sales files and adhere to brand, company, and PCI/cash‑handling procedures.
• Perform other duties as assigned to support hotel revenue and guest satisfaction goals.

• High school diploma or equivalent; associate or bachelor’s degree in hospitality, event management, business, or marketing preferred.
• 1–2 years of hospitality experience in hotel sales, catering, events, front desk, or a closely related guest‑facing role.
• Excellent written and verbal communication; professional presence with clients, vendors, and…