Sales Coordinator

POSITION PURPOSE

The Sales Coordinator provides administrative and operational support to the hotel’s Sales team, helping to achieve departmental revenue and business-development goals, while ensuring a seamless and professional experience for prospective and existing clients. This position serves as an important link between Sales, hotel operations, and clients, supporting the coordination of group, corporate, leisure, event, and other revenue-generating business.

The ideal candidate is highly organized, detail-oriented, service-minded, and able to manage multiple priorities in a fast-paced luxury hospitality environment. The Sales Coordinator demonstrates exceptional communication skills and a commitment to delivering the elevated level of service expected of a luxury hotel.

• Provide day-to-day administrative and organizational support to the Sales team.
• Assist with maintaining sales calendars, schedules, and departmental files.
• Manage internal meetings and events on behalf of the team, and serve as the meeting scribe as required.
• Own the lead-catching process, including:
• Qualifying and assigning leads appropriately, and in a timely manner
• Building leads accurately within the hotel sales system
• Providing Sales Manager with additional information as requested, including STR data, forecasted occupancy, BAR rates, etc.
• Respond to client communications in a timely, polished, and professional manner.
• Maintain accurate and up-to-date client, account, and sales information within hotel sales systems.
• Maintain health and administrative functionality of hotel sales system.
• Assist with tracking sales activities, leads, opportunities, definite business, and lost business.
• Assist with preparing sales proposals, presentations, contracts, and reports as needed.
• Support the coordination and execution of appointments, client visits, site inspections, and sales‑related events.
• Assist Sales Managers with VIP arrangements, amenities, and special requests as needed.
• Support the coordination of familiarization (FAM) trips, client entertainment, trade shows, sales missions, and other promotional activities.
• Manage the contract turnover process, ensuring the accuracy of all records and information within the hotel sales system, and within hard files.
• Prepare and distribute internal communications, group resumes, meeting information, and other operational documents as appropriate to ensure a seamless guest experience.
• Prepare and distribute reports and updates related to sales activity, production, performance, and competitors.
• Maintain a thorough understanding of hotel amenities, guestrooms, meeting spaces, restaurants, spa, and other offerings in order to effectively support client needs.
• Represent the hotel professionally and consistently reflect the property’s luxury service standards.
• Maintain confidentiality of guest, client, and hotel information.
• Perform other duties and responsibilities as assigned.

• Previous experience in hotel sales, hospitality, events, or a related administrative role preferred.
• Previous experience in a luxury hotel or high‑end hospitality environment is a plus.
• Excellent written and verbal communication skills.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple projects, deadlines, and priorities simultaneously.
• Professional, polished, and service-oriented demeanor.
• Strong interpersonal skills and the ability to build positive relationships with clients and colleagues.
• Proficiency with Microsoft Office Suite and familiarity with hotel sales system preferred.
• Ability to work independently while also functioning effectively as part of a team.
• Flexibility to support occasional evenings, weekends, or…