Sales & Events Coordinator

• Pay or shift range: $24 USD to $26 USD
  The estimated range is the budgeted amount for this position. Final offers are based on various factors, including skill set, experience, location, qualifications and other job-related reasons.

A Hotel Sales and Events Coordinator supports the hotel's sales, catering, and event efforts by assisting clients throughout the booking and event-planning process while providing direct administrative and sales support to the hotel's sales leadership. This role serves as an important liaison between clients, the Sales Department, hotel operations, and outside vendors to ensure meetings, events, and group business are coordinated accurately and executed successfully.

In addition to traditional sales coordination responsibilities, the Sales and Events Coordinator will have an active role in managing incoming sales opportunities, servicing booked business, coordinating event details, maintaining sales systems and records, and supporting prospecting and revenue-generating initiatives. The position is designed to provide strong day-to-day ownership of sales and event coordination while allowing sales leadership to maintain a greater focus on proactive selling, account development, and new business generation.

• Answer telephone calls and respond to caller inquiries in a professional, timely, and pleasant manner.
• Serve as a primary point of contact for clients and meeting planners, communicating by telephone and email to respond to questions, requests, and event-related needs.
• Provide clients and bookers with accurate information regarding hotel facilities, guest rooms, meeting and event spaces, food and beverage offerings, rates, packages, promotions, amenities, and other hotel services.
• Assist with the management of incoming group, meeting, catering, and event inquiries, ensuring leads are acknowledged and responded to within established company and brand response-time standards.
• Qualify incoming opportunities by gathering event dates, room requirements, meeting-space needs, food and beverage requirements, budget parameters, decision timelines, and other pertinent details.
• Prepare and distribute proposals, contracts, banquet event documentation, group resumes, event orders, menus, function-space diagrams, and other sales or event-related documents as assigned.
• Coordinate booked meetings and events from contract turnover through execution, including gathering event details, confirming timelines, coordinating food and beverage requirements, meeting-room setup, audiovisual needs, billing instructions, room blocks, and special requests.
• Conduct or assist with property tours and site inspections for prospective and confirmed clients as appropriate.
• Coordinate internally with Sales, Front Office, Food & Beverage, Banquets, Housekeeping, Engineering, Revenue Management, and other hotel departments to ensure all group and event requirements are effectively communicated.
• Participate in applicable pre-convention, banquet event, operations, and group-review meetings to communicate upcoming business and ensure appropriate follow-through.
• Maintain accurate and complete client, account, contact, lead, activity, and booking information within the hotel's designated sales and catering systems.
• Monitor tentative business, option dates, outstanding contracts, deposits, rooming lists, event details, and other established deadlines, providing timely follow-up with clients.
• Assist with room block management, rooming-list collection, reservations coordination, pickup monitoring, and communication of group changes to appropriate hotel departments.
• Coordinate deposits, payment schedules, direct-bill documentation, credit-card authorizations, final billing details, and collection of required client information in partnership with hotel accounting and operational teams.
• Assist with post-event follow-up, including obtaining client feedback, resolving routine questions, identifying repeat opportunities, and supporting rebooking efforts.
• Maintain organized electronic and physical sales files, ensuring documentation is complete, current, and compliant with company standards.
• Generate and distribute recurring sales, catering, activity, pace, production, pipeline, and other departmental reports as requested.
• Assist the Director of Sales with preparation for sales meetings, revenue strategy discussions, business reviews, action plans, ownership reporting, and other commercial initiatives.
• Support…