Sales Coordinator
DEPARTMENT: Sales
REPORTS TO: Director of Sales
STATUS: Non-Exempt/Hourly
JOB SUMMARY
The Hotel Sales Coordinator is responsible for supporting the Sales team by coordinating all administrative aspects of the department, including assisting with client inquiries, preparing proposals and contracts, maintaining organized files, and executing follow-up communication. This role ensures smooth day-to-day operations of the sales office and contributes to the overall success of the hotel’s sales efforts by providing high-level administrative support.
QUALIFICATION STANDARDS
Education & Experience:
· High School diploma or equivalent required.
· College coursework in Hospitality, Business, or a related field preferred.
· Previous experience in a hotel or administrative support role strongly preferred.
· Proficiency in Microsoft Office (Word, Excel, Outlook) and familiarity with sales CRM or hotel management systems preferred.
Physical requirements:
· Long hours sometimes required.
· Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
General Requirements
· Must be able to effectively communicate, verbally and in writing, with all levels of staff and clients in a professional and courteous manner.
· Must be detail-oriented and capable of handling multiple priorities with accuracy and efficiency.
· Demonstrate a proactive and service-focused approach with both internal and external stakeholders.
· Attend all required meetings and training sessions.
· Maintain regular attendance and punctuality as scheduled.
· Adhere to the Scenic Property Group’s standards of appearance and grooming.
· Uphold confidentiality and integrity at all times.
· Possess strong organizational and time management skills with the ability to work independently.
· Exhibit initiative and resourcefulness in problem-solving and task completion.
· Maintain a positive and flexible attitude in a fast-paced and changing environment.
· Perform other duties as assigned by management.
· Must be able to maintain confidentiality of information.
· Be comfortable handling multiple phone lines, emails, and walk-in inquiries simultaneously.
· Demonstrate a willingness to learn and take on new challenges.
· Be able to adapt to new technology and software platforms as needed.
DUTIES & FUNCTIONS
· Provide administrative support to the Sales Department including answering phones, managing calendars, and preparing sales materials.
· Maintain organized and up-to-date files on all sales accounts and prospective leads.
· Coordinate appointments, meetings, site inspections, and hotel tours.
· Prepare proposals, contracts, and reports as requested by Sales Managers.
· Track sales activities and assist with follow-up communications to clients and partners.
· Handle group reservations coordination and ensure smooth communication between departments.
· Assist with the planning and execution of on-property sales events and promotions.
· Support data entry and reporting tasks using the property’s CRM or sales software.
· Maintain accurate inventories of promotional materials and sales supplies.
· Assist with sales-related correspondence, invoicing, and documentation.
· Ensure a clean and professional presentation of all sales office materials and meeting rooms.
· Assist with compiling monthly sales performance reports and departmental KPIs for leadership review.
· Support the execution of group arrival experiences, including welcome packets, signage, and room drops.
· Manage internal communication flow regarding group and event bookings to ensure operational departments are aligned.
· Assist in the creation and distribution of newsletters, client appreciation gifts, and holiday cards.
· Create and manage digital filing systems to improve document retrieval and version control.
· Attend local networking events or trade shows as a representative of the hotel (if applicable).
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