Sales Coordinator

Position Objective

The Sales Coordinator provides administrative and operational support to the sales team by answering incoming calls to the Sales and Catering office, managing and assigning group/catering leads to appropriate managers, handling client communications, preparing contracts, and ensuring a seamless experience for group bookings and day‑to‑day operational responsibilities of the Sales and Catering office. This role requires excellent organizational skills, attention to detail, and a customer‑focused approach to maximize revenue and guest satisfaction.

• Assist the Sales team in responding to group inquiries, preparing proposals, and coordinating contracts.
• Maintain and update the sales database, ensuring accurate records of bookings, contracts, and client interactions.
• Prepare and distribute sales reports, including occupancy forecasts and revenue projections.
• Coordinate with other hotel departments (front desk, catering, housekeeping, etc.) to ensure group needs are met.
• Perform various administrative duties such as filing, answering phones and taking messages, arranging conference calls, scheduling meetings, handling information requests, making travel arrangements, completing/processing expense reports, sending meeting notifications/reminders for recurring calendar obligations and other similar tasks.
• Perform clerical duties including typing, copying, and taking minutes at meetings, filing and creating filing systems for inbound business communications.
• Manage RFP partnership websites by updating content, Hot Dates, while daily review of new RFPs (Request for Proposal) and assigning to appropriate Sales and Catering Managers.
• Audit and complete group contract turnover checklist for each definite contract in preparation to handover to conference services.
• Handle departmental monthly expenses, balances checkbook, orders supplies, manage/order collateral and assigns purchase orders for direct expenses and merchandise.
• Manage VIP amenities and welcome notes for the Resort Manager and Director of Sales and Marketing in addition to VIP list of arrivals/in‑house.
• Additional supportive functions may include ordering and maintaining office supplies and sales collateral for the sales and catering offices; traveling to various operating departments within the resort for immediate gathering of data, processing of requests, responding to inquiries, etc.; taking lead and managing special event invitations, guest lists, RSVP, mailing lists, and client lists in spreadsheet format and tracking; completing special projects and related duties as assigned.

• High school diploma or equivalent (Bachelor’s degree in Hospitality, Business, or related field preferred).
• 1‑2 years of experience in hotel sales, reservations, or administrative support.
• Strong organizational and multitasking abilities with high attention to detail.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and hotel reservation software (Opera, Delphi, etc.).
• Strong problem‑solving skills and the ability to work in a fast‑paced environment.
• Customer‑focused with a friendly and professional demeanor.

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties this job, the employee is regularly required to stand; walk; use hands to finger, handle or feel; reach with hands and arms; stoop, kneel, crouch; talk and hear. The employee must be able to lift and move up to 25 pounds.

The employee must be able to see differences in widths and length of lines such as those on graphs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Most work tasks are performed indoors. Temperature is moderate and controlled by hotel environmental systems.
• Must be able to sit at a desk for up to 8 hours per day. Walking and standing are occasionally required. Length of time of these tasks may vary from day to day and task to task.
• Must be able to exert well‑paced ability to reach other departments of the hotel on a timely basis.
• Must be able to lift up to 15 lbs. occasionally.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, listening and hearing ability and visual acuity.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors and other employees.
• Vision occurs continuously with the most common visual functions being those of near vision and depth perception.
• Must have finger dexterity to be able to operate office equipment such as computers, printers, 10‑key adding machine, electric typewriter, multi‑line touch‑tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed.