Job Summary

The sales Coordinator provides administrative and operational support to the Sales Department to ensure the efficient execution of sales activities, client communications, group bookings, and revenue-generating initiatives. This position serves as the primary liaison between the Sales Department and other hotel departments, ensuring that all client expectations are communicated accurately and fulfilled. The sales Coordinator plays a vital role in maintaining customer relationships, supporting revenue growth, and delivering exceptional guest service.

Essential Duties and Responsibilities

The responsibilities of the sales Coordinator include, but are not limited to, the following:

Administrative Support

• Provide administrative assistance to the Director of Sales and the Sales Team.
• Prepare proposals, contracts, banquet event orders (BEOs), group resumes, and other sales-related documentation.
• Maintain organized electronic and physical client files.
• Manage departmental correspondence, emails, and telephone inquiries.
• Schedule appointments, meetings, and property tours for prospective clients.
• Prepare weekly, monthly, and quarterly sales reports.

Sales Support

• Assist with responding to Requests for Proposals (RFPs).
• Follow up on sales leads and inquiries in a timely and professional manner.
• Coordinate room blocks for group reservations.
• Maintain accurate information within the hotel's Property Management System (PMS) and Customer Relationship Management (CRM) software.
• Process contracts, amendments, and client correspondence.
• Track tentative bookings, definite bookings, and lost business.

Client Relations

• Serve as a point of contact for clients before, during, and after their stay or event.
• Ensure excellent customer service by responding promptly to client requests.
• Coordinate client site inspections and hotel tours.
• Build and maintain positive relationships with corporate accounts, travel agents, event planners, and repeat guests.