Sales Site Coordinator

Job Summary The Sales/Site Coordinator supports the Sales team by managing key administrative responsibilities and acting as the primary logistical lead for all site inspections and client visits. While the Sales Manager is the client‑facing representative during the site, the Sales/Site Coordinator works behind the scenes to ensure every detail is flawlessly arranged. This includes pre‑planning, coordination with internal and external partners, day‑of execution, and post‑site follow‑up.

This role is ideal for a highly organized, detail‑oriented professional who excels at anticipating needs, preventing issues before they arise, and ensuring a seamless experience for both clients and the Sales team.

• Leads all advance planning for site inspections, ensuring every detail is arranged before the Sales Manager meets with the client.
• Coordinates all logistical aspects of sites, including room blocks, meeting room setup, transportation, amenities, welcome notes, dining arrangements, and vendor coordination—whether on property or at an external venue.
• Creates comprehensive site itineraries, confirming all timing, touchpoints, and expectations with relevant departments.
• Performs pre‑site walkthroughs to confirm setups, cleanliness, brand standards, and readiness.
• On the day of the site, stays ahead of the schedule, ensuring all departments execute their components seamlessly.
• Troubleshoots issues before they impact the client, communicating proactively with Sales Managers and operational teams.
• Conducts post‑site follow‑up, tracks outcomes, and documents leads generated from site activity.
• Supports VIP arrivals and serves as an on‑site concierge resource when needed.
• Prepares and assists with proposals, contracts, presentations, reports, and data analysis to support Sales Managers.
• Inputs new leads, maintains accurate customer data, updates CRM/sales systems (e.g., Envision), and manages departmental organization.
• Answers incoming inquiry calls, qualifies leads, and ensures timely response.
• Maintains organized digital and physical sales files and coordinates the flow of paperwork between departments.
• Drafts thank‑you letters, confirmation materials, and other client communications to support consistent follow‑up.
• Supports special projects and assists the Director of Sales with administrative tasks.

• Exhibits a professional, service‑focused approach in all interactions with clients and colleagues.
• Understands client needs in advance to ensure their expectations are met or exceeded during the site.
• Collaborates with Operations, Events/Convention Services, and other departments to ensure accuracy and consistent execution of client requirements.
• Attends departmental meetings to stay informed of upcoming groups, operational needs, and site‑related updates.
• Assists Sales Managers in identifying upsell opportunities during pre‑planning and site preparation.
• Ensures property spaces and amenities are presented in their best light during tours.
• Conducts basic market or client research to support Sales Managers in tailoring proposals.
• Maintains knowledge of property offerings, competitive advantages, and local event venues to enhance site presentations.

• Free room Nights, Discounted and friends & Family room rates*
• Medical, Dental and vision insurance with only 30-day waiting period*!
• 401K with company Match*
• Free employee meal during shift
• Generous paid time off*
• Employee stock purchase plan*
• Discounted Ski Passes*
• Excellent training, professional development and more

* Applicable for FT Year Around Positions

All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

• Highly organized and detail-oriented, with the ability to anticipate needs
• Strong communication skills, both written and verbal
• Service-minded with a proactive, solution‑driven approach
• Ability to manage multiple projects and shifting priorities
• Strong analytical skills and working knowledge of computer applications
• Team‑oriented, collaborative, and dependable