Sales Coordinator

Job Summary

The Sales Coordinator provides critical administrative and operational support to the Sales and Events departments. Reporting directly to the Director of Sales & Marketing
, this role ensures the seamless execution of departmental objectives while adhering to company standards. The ideal candidate is a proactive communicator who thrives in a fast-paced environment and serves as a vital link between clients and hotel operations.

This description is a summary of primary responsibilities. Driftwood Hospitality Management operates 24/7; therefore, operational demands may require variations in shift days, starting times, and total hours worked.

• Team Assistance:
  Provide comprehensive administrative support to the Sales & Catering teams, including drafting correspondence, preparing reports, and assisting with reservations.
• Inquiry Management:
  Provide professional telephone and message support, responding to all internal and external inquiries in a timely, clear, and pleasant manner.
• Information Management:
  Maintain accurate guest profiles, contact logs, and essential records within the Sales & Catering database.
• Inventory Control:
  Manage the ordering of office supplies and collateral inventory for the Sales, Catering, and Executive offices.

• Documentation:
  Assist managers with the preparation of contracts, proposals, and addendums, diligently tracking completion status and deadlines.
• Client Liaison:
  Act as the primary point of contact for clients in the absence of Sales or Catering Managers. Qualify booking inquiries via phone and prepare the necessary paperwork.
• Group Logistics:
  Block group and meeting space specifications, ensuring all data is accurately captured and entered into the reservation system.
• Financial Coordination:
  Partner with Sales, Catering, and Accounting to schedule, collect, and ensure the on-time delivery of group deposits.

• VIP Handling:
  Manage reservations for VIP guests and corporate clients, ensuring all special arrangements, upgrades, and amenities are executed flawlessly.
• BEO Preparation:
  Assist the team in preparing Banquet Event Orders (BEOs) and distribute them internally to relevant departments.
• Group Resumes:
  Prepare detailed, high-quality Group Resumes to proactively communicate pertinent group information to the entire hotel team.

• Communication:
  Coordinate with all hotel departments through clear verbal and written instructions to ensure prompt attention to time-sensitive requests.
• Front Office Support:
  Assist the Front Office, General Manager, and Sales team with travel agent and corporate reservation requests.
• Problem Solving:
  Exercise sound judgment and decision-making skills to direct internal and external requests to the appropriate stakeholders.

• High school diploma or equivalent; degree in Hospitality or Business preferred.
• Prior experience in a hotel Sales or Front Office environment is highly desirable.
• Proficiency in Microsoft Office Suite and hotel property management systems (PMS) or CRM tools.
• Excellent organizational skills with the ability to manage multiple projects simultaneously.
• Strong interpersonal skills and a professional demeanor.

• Education:
  
  High School Diploma required;
  Bachelor’s degree preferred.
• Experience:
  
  1–2 years of administrative support experience; prior hotel front desk or hospitality experience is strongly preferred.
• Customer Service:
  Must be self-directed and motivated, demonstrating intuitive customer service and strong interpersonal skills.
• Diplomacy:
  Ability to interact effectively with internal and external customers while maintaining high levels of patience, tact, and diplomacy.
• Communication:
  Communicates clearly, concisely, and openly in all verbal and written interactions.
• Organization:
  Exceptional attention to detail with robust organizational, analytical, and time-management skills.
• Adaptability:
  Proven ability to multi-task and prioritize effectively within a fast-paced work environment.
• Problem Solving:
  Exercises sound judgment; evaluates complex situations and utilizes creative resources to solve problems.
• Technical Proficiency:
  Technologically savvy with working knowledge of Microsoft Office, CI/TY, PMS, and MARSHA.

• Sedentary Work:
  Prolonged periods of sitting at a desk and working on a computer.
• Lifting:
  Must be able to lift up to 15 pounds occasionally.