Sales Coordinator

Job Description What You Will Accomplish

The Sales Coordinator provides administrative and operational support to the hotel’s on‑site Sales Team, including the Director of Sales, Group Sales Manager, Catering Sales Manager, BT Sales Manager, and National Sales Office. This role supports revenue‑generating activities through lead management, proposal and contract preparation, client communication, reporting, site visit coordination, group and catering support, VIP reservation coordination, and sales system administration.

The Sales Coordinator serves as a liaison between clients and hotel departments to ensure accurate communication, seamless execution, and a high level of guest and client satisfaction. The primary focus of this position is supporting property‑level sales efforts. Occasional ad hoc support may be provided to National Sales Office initiatives as business needs require. Additional responsibilities and special projects may be assigned by leadership.

• Provide administrative and operational support to the property’s Sales Team.
• Coordinate sales inquiries, leads, proposals, contracts, turnovers, correspondence, and client follow‑up.
• Maintain accurate client, account, reservation, group, and sales activity information in CRM and hotel systems.
• Prepare reports, presentations, contracts, proposals, group resumes, BEO‑related materials, and other sales documents as needed.
• Support group and catering sales activities, including site inspections, client visits, event coordination, and internal communication.
• Coordinate VIP reservations, group details, special requests, and client needs in partnership with hotel operations teams.
• Serve as a liaison between clients, Sales, Front Office, Reservations, Catering, Banquets, and other hotel departments to support seamless communication and execution.
• Attend sales meetings, banquet/event meetings, resume meetings, and other operational meetings as required.
• Respond professionally to guest, client, and internal inquiries, resolving issues within scope and escalating concerns appropriately.
• Maintain organized records, filing systems, office supplies, sales documentation, and shared department resources.
• Support hotel events, promotional initiatives, grand opening activities, and special projects.
• Follow all hotel safety, security, confidentiality, and compliance policies and promptly report unsafe conditions, incidents, or unusual situations to management.
• Manage guest reservations, pre‑arrival experiences, and special requests to uphold the resort’s luxury standards.
• Accurately manage room availability, rates, and occupancy to optimize reservations and upselling when possible.
• Process reservations via phone, email, and online platforms (Syn Xis, HMS, Revinate, Sertifi, etc.).
• Deliver highly personalized and engaging service in all guest communications (phone, email, online channels).
• Partner closely with Front Office, Housekeeping, Spa, and Concierge teams to ensure seamless guest experiences.
• Handle group reservations and manage high‑demand periods efficiently.
• Maintain guest information to enhance personalized experiences.
• Process payments, compute bills, and make changes to reservations as needed.
• Perform additional duties as assigned.

• Excellent verbal and written communication skills.
• Strong organizational, multitasking, and time‑management abilities.
• Exceptional attention to detail and commitment to accuracy.
• Ability to provide outstanding customer service to guests, clients, vendors, and internal teams.
• Professional demeanor consistent with luxury hospitality standards.
• Ability to maintain confidentiality and handle sensitive guest, client, and business information appropriately.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to learn and use hotel sales, CRM, reservation, and reporting systems.
• Ability to work independently with minimal guidance and collaboratively as part of a team.
• Ability to remain calm, professional, and solution‑oriented during busy periods, guest concerns, or urgent situations.
• Ability to work a flexible schedule based on business needs, including weekends, holidays, alternate…