Sales Coordinator
- Serve as the primary point of contact for all sales and guest inquiries via phone/email, responding promptly and professionally in alignment with service standards.
- Qualify incoming leads, assign to the appropriate Sales Manager, and create/maintain bookings in the Group Sales system.
- Prepare, proofread, and distribute proposals, contracts, booking agreements, and related documentation using Envision/Hyatt Sales systems.
- Maintain accurate CRM and sales records, including account updates, activity logs, group block details, and complete filing/reporting.
- Coordinate and support site inspections/property tours, ensuring all spaces are inspection-ready; arrange transportation, distribute site alerts, and support VIP/special requests.
- Service group bookings end-to-end: input rooming lists, manage VIP amenities, coordinate billing, set system alerts, and ensure deposits/payment schedules are tracked and current.
- Maintain and communicate the availability calendar and all relevant group details to Operations, including Housekeeping, Front Office, and Food & Beverage.
- Prepare and distribute group resumes, and/or group detail reports to ensure seamless execution.
- Enter and manage reservations per SOP, including VIP reservations, packages, discounts, and group room blocks; post no-show revenue daily as required.
- Provide administrative support to Sales leadership: manage calendars, schedule meetings, coordinate travel, and maintain office inventory and sales collateral.
- Compile and deliver weekly/month-end sales productivity reporting, competitive intelligence, and commission forecasts for Sales/Finance teams.
- Cross-train and assist as needed by performing Guest Services Agent duties and supporting the front desk during peak periods.
- High School diploma or equivalent required and/or experience in a hotel or a related field preferred.
- At least 3 to 5 years of progressive experience in a hotel or related field preferred.
- College course work in related field helpful.
- OPERA PMS Preferred
- Computer knowledge/skills required.
- Must be able to effectively communicate both verbally and written, with all levels of employees andguests in an attentive, friendly, courteous and service oriented manner.
- Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.
- Must be able to multitask and prioritize departmental functions to meet deadlines.
- Approach all encounters with guests and employees in an attentive, friendly, courteous, and service-oriented manner.
- Attend all hotel required meetings and trainings.
- Must be effective in handling problems, including anticipating, preventing, identifying, and solving problems as necessary.
- Must be able to understand and apply complex information, data, etc. from various sources to meet appropriate objectives.
- Must be able to cross-train in other hotel related areas.
- Must be able to maintain confidentiality of information.
- Must be able to show initiative, including anticipating guest or operational needs.
- Perform other duties as requested by management.
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