Hilton Garden Inn - Sales Coordinator

Hilton Garden Inn Denison/Sherman at Texoma Event Center

Department: Sales & Marketing
Reports To: Director of Sales / General Manager
Position Type: Full-Time
Classification: Hourly / Non-Exempt (recommended; subject to HR review)

The Sales Coordinator is responsible for providing administrative, organizational, and operational support to the hotel's Sales Department. This position plays an important role in helping generate revenue, maintain client relationships, coordinate group reservations, and ensure that meetings, conferences, weddings, banquets, and other events are properly organized and executed.

The Sales Coordinator will assist with incoming sales inquiries, proposals, contracts, event details, room blocks, client communications, and follow-up activities. This individual must be highly organized, detail-oriented, professional, and capable of managing multiple priorities in a fast-paced hotel environment.

The primary goal of this position is to support the sales team, create an exceptional experience for clients, and help maximize guest room, catering, banquet, and event revenue.

1. Sales Department Administrative Support

• Provide daily administrative support to the Director of Sales and Sales Managers.
• Answer incoming sales calls, emails, and inquiries in a timely and professional manner.
• Maintain organized electronic and physical sales files.
• Prepare proposals, contracts, correspondence, and other sales-related documents.
• Maintain accurate client information, account records, and sales databases.
• Assist with preparing weekly sales reports, production reports, and other departmental reports.
• Track sales leads, inquiries, tentative bookings, and confirmed business.
• Ensure all client communications and follow-ups are completed promptly.

2. Group Reservations & Room Blocks

• Assist with creating and maintaining group room blocks.
• Enter group reservations and rooming lists accurately.
• Monitor room block pickup and communicate pickup updates to the sales team.
• Assist with reservation changes, cancellations, and special requests.
• Communicate group arrival information and special requirements to the Front Desk and appropriate departments.
• Help ensure group billing instructions, routing, and payment arrangements are properly documented.

3. Meetings, Events & Banquet Coordination

• Assist with coordinating meetings, conferences, weddings, banquets, and other events.
• Prepare Banquet Event Orders (BEOs) and distribute updated event information to the appropriate departments.
• Maintain accurate event calendars and meeting room schedules.
• Coordinate with Food & Beverage, Front Desk, Housekeeping, Maintenance, and other departments to communicate event requirements.
• Assist with preparing event diagrams, room setups, menus, and client requests.
• Help conduct client site tours when requested.
• Follow up with clients before and after events to ensure satisfaction.
• Assist with event details, changes, and last-minute requests.

4. Lead Management & Revenue Generation

• Monitor incoming leads from Hilton, third-party sources, email, phone, and other sales channels.
• Ensure leads are documented and assigned to the appropriate sales representative.
• Assist with responding to RFPs and preparing sales proposals.
• Follow up on outstanding proposals and tentative bookings.
• Identify opportunities to generate additional room nights, catering revenue, and banquet business.
• Assist with maintaining relationships with local businesses, corporations, construction companies, sports organizations, wedding planners, and community organizations.
• Help identify opportunities for repeat business and referrals.

5. Client Relations & Customer Service

• Maintain a professional and welcoming relationship with prospective and existing clients.
• Respond to client questions and concerns promptly.
• Assist with coordinating client appointments, site inspections, and property tours.
• Ensure clients receive accurate information regarding hotel accommodations, meeting space, catering, and event services.
• Help resolve client concerns and communicate issues to management when necessary.
• Represent the hotel positively throughout all client interactions.

6. Internal Communication & Department Coordination

• Communicate upcoming group arrivals and events to hotel department heads.
• Ensure event changes and updates are communicated promptly.
• Assist with preparing weekly group and event forecasts.
• Maintain communication with the Front Desk, Housekeeping,…