Sales & Events Coordinator

The Sales & Events Coordinator provides administrative, sales, and operational support for the hotel's Private Events and Group Room Block business. This role works closely with and supports the Events Manager and Director of Sales assisting with event sales administration, group reservations, documentation, billing, and on-site coordination. The position is designed to ensure consistency, accuracy, and timely execution across private events and group room block activity.

Reporting & Support Structure

• Reports to: Events Manager + Director of Sales
• Provides direct support to: Events Manager
• Works collaboratively with: Sales, Reservations, Finance, Operations, and Culinary teams

Key Responsibilities

Private Events Sales Administration

• Respond to private event RFPs within established service-level timeframes (24-48 hours) using approved templates

• Prepare and customize standardized RFP templates for small-format events, including but not limited to:

• Brunch, lunch, and dinner requests for Lemon Grove

• Cinema requests

• Member and referral-based leads

• Coordinate and conduct site visits in support of the Events Manager and Director of Sales

• Maintain organized electronic files for proposals, contracts, and event documentation

• Enter and maintain accurate client, lead, and event data in TripleSeat

• Develop, program, and distribute Banquet Event Orders (BEOs) for private and programming events

• Ensure BEOs contain complete and accurate information, including menus, timelines, room setups, and service notes

• Distribute finalized BEOs to internal departments

• Manage menu templates and update menu picklists in TripleSeat

• Coordinate creation of event-related signage and material

• Coordinate internal meetings and internal networking events, including BEO preparation

• Maintain accurate data entry in TripleSeat and StayNTouch systems, including preparation of resumes for all group blocks

• Ensure proper organization and cleanliness of event storage areas

• Provide on-site event coordination as assigned

Group Room Blocks Coordination

• Coordinate small room requirements for private event clients
• Manage data entry into StayNTouch and TripleSeat for accurate reporting and inventory of spaces
• Manage Group Turnover communications and distribute Group Turnover emails as required
• Supply group clients with final rooming lists
• Deliver Group Resumes to team
• Prepare and distribute invoices to groups and group travel agents pre and post stay

Financial, Contractual & Billing Support

• Process deposits and collect final payments for private events and group bookings
• Obtain final BEO approvals and signatures prior to events
• Support accurate billing, documentation compliance, and payment reconciliation

Qualifications

• 2-4 years of experience in hotel events, sales coordination, group reservations, or a related administrative role
• Strong organizational and administrative skills with a high level of attention to detail
• Excellent interpersonal and customer service skilIs
• Excellent time-management skills; prioritizing and completing assigned job tasks effectively
• Capable of working effectively independently with minimal supervision
• Ability to elicit and accept constructive feedback
• Professional written and verbal communication skills
• Proficiency with CRM and event management systems; TripleSeat experience preferred
• Flexibility to support business needs, including evenings or weekends when required