Sales Coordinator

Sales Coordinator

The Sales Coordinator supports the Group Sales team across Beemok Hospitality Collection, serving as a critical partner in the sales process from proposal through turnover. This position is responsible for managing proposal development, contract administration, Delphi management, turnover accuracy, and client communication, allowing Sales Managers to maximize time spent prospecting, building relationships, and generating revenue.

The ideal candidate is highly organized, detail-oriented, proactive, and comfortable managing multiple projects simultaneously in a luxury hospitality environment.

Duties & Responsibilities

Sales & Proposal Support

• Prepare and customize proposals, presentations, and sales materials for Group Sales Managers.
• Respond to CVENT inquiries utilizing rates, space, and concessions provided by Sales Managers.
• Assist with RFP responses and bid submissions.
• Maintain proposal templates, concessions library, and sales collateral.
• Support outbound prospecting initiatives, sales campaigns, and client communications.

Contract Administration

• Prepare contracts, amendments, and addendums for review by Sales Managers.
• Manage contract routing, revisions, signatures, and execution.
• Track outstanding contracts and proactively follow up with clients regarding pending agreements.
• Ensure all signed agreements are accurately reflected in Delphi and internal systems.
• Coordinate group deposits and monitor payment schedules.

Delphi & Inventory Management

• Block guestrooms, meeting space, and inventory in Delphi.
• Maintain accuracy of group bookings, room blocks, concessions, and event details.
• Manage room pickup and actualization reporting within Delphi.
• Assist with group commission tracking and processing.
• Maintain prospect, tentative, and definite booking status updates.

Turnover & Event Transition

• Own the post-contract turnover process from Sales to Events.
• Prepare comprehensive turnover packets and documentation.
• Conduct quality assurance reviews to ensure contract accuracy prior to turnover.
• Coordinate communication between Sales, Events, Revenue Management, and Operations.
• Ensure a seamless transition of information and client expectations.

Client & Team Support

• Serve as a primary administrative resource for Group Sales Managers.
• Assist with planner communications and follow-up as directed.
• Coordinate client amenities, welcome gifts, and VIP arrangements.
• Provide coverage for Sales Managers during out-of-office periods.
• Support site inspections, client visits, and familiarization tours as needed.

Success Measures

• Proposal turnaround time
• Contract execution cycle time
• Turnover accuracy and completeness
• Delphi data accuracy
• Deposit collection compliance
• Reduction in administrative workload for Sales Managers
• Client and internal stakeholder satisfaction

Required Skills & Experience

• Previous hospitality, sales, events, or administrative experience preferred.
• Experience with Delphi or other hotel sales and catering systems preferred.
• Strong attention to detail and organizational skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Proficiency in Microsoft Office, including Excel, Word, and PowerPoint.
• Ability to work collaboratively across departments and build strong internal relationships.
• Professional demeanor and commitment to luxury hospitality service standards.

Physical Requirements

The physical demands described here are representative of those that must be met by a colleague to successfully perform the essential functions of this job:

• Ability to work at a computer for extended periods
• Occasionally lift up to 15 pounds
• Communicate clearly in written and verbal formats

Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.