Sales Site Coordinator

The Grand Hyatt Deer Valley Hotel is in the famed Deer Valley ski resort and approximately 40 minutes from the Salt Lake City International Airport. The Grand Hyatt Deer Valley Hotel is part of a new development, planned to incorporate 17 ski lifts, ±1,600 residential units, 8 hotels with a total of ±1,350 rooms, ±250,000 square feet of conference and retail space, and one of the largest "ski beaches" in the world.

The Grand Hyatt is comprised of 436 luxury accommodations including 381 guest rooms and 55 residential units with approximately 30,000 square feet of versatile indoor meeting space, lobby level 3-meal restaurant and bar, signature bar, pool/après ski bar and grill, coffee bistro, large outdoor event terrace, pool and 3 whirlpools, kids club, and fitness area.

Hyatt is a place where high expectations aren't just met-they're exceeded. It's a place of outstanding rewards, where talent opens doors to exciting challenges in the hospitality industry. It's a place where career opportunities are as unlimited as your imagination. Discover your place to shine in our warm, respectful, and inclusive culture.

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.

Key Responsibilities

Site Planning, Coordination & Execution

* 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.

Sales Administration & Department Support

* 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.

Customer Service & Internal Communication

* 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.

Sales & Revenue Support

* Assists Sales Managers in identifying upsell opportunities during…