Sales Coordinator

Job Title: Sales Coordinator

Reports To: Director of Sales

Department: Sales & Marketing

Location: Casa Cipriani New York

Position Purpose

The Sales Coordinator provides administrative and operational support to the Director of Sales, ensuring seamless execution of all sales functions within the ultra-luxury environment of Casa Cipriani New York. This role plays a critical part in maintaining organization, efficiency, and accuracy across client correspondence, reporting, contract management, and event coordination. The Sales Coordinator upholds Casa Cipriani’s Four Pillars: Culture, Authenticity, Simplicity, and Elegance, through exceptional attention to detail and superior service to internal and external stakeholders.

Essential Functions & Responsibilities

Sales & Administrative Support

• Provide comprehensive support to the Director of Sales in all aspects of the sales process, from inquiry to contract execution.
• Manage and maintain the Sales Department calendar, appointments, and travel arrangements as needed.
• Assist in preparing proposals, contracts, and group agreements ensuring accuracy, timely delivery, and adherence to company standards.
• Maintain organized records of client correspondence, signed contracts, and post event follow-up documentation.
• Input and update all account and contact information within Delphi.fdc and Opera Cloud ensuring data integrity.
• Track and monitor lead status, tentative bookings, and definite business using internal systems and business intelligence tools (e.g., Demand360, Hoteligence).
• Generate daily, weekly, and monthly sales reports for management review.

Client Relations & Communication

• Act as the main liaison for general client inquiries, ensuring timely communication and proper routing to the Director of Sales when necessary.
• Support the planning and execution of site inspections, including preparation of itineraries, collateral, welcome materials, and coordination with operational departments.
• Assist in the coordination of client entertainment, site visits, and special promotional events in collaboration with the Marketing and Catering teams.
• Ensure professional and timely responses to all client correspondence and requests.

Operational Coordination

• Liaise with departments including Front Office, Housekeeping, Catering, and Events to ensure smooth handover from Sales to Operations.
• Coordinate group resumes, arrival details, and VIP guest communication to ensure a seamless guest experience.
• Assist in the creation and maintenance of sales collateral, presentations, and promotional materials reflecting Casa Cipriani’s brand standards.
• Support execution of local and domestic trade shows, including registration, collateral preparation, and logistics management.

Reporting & Data Management

• Prepare and distribute weekly pipeline, productivity, and forecast reports to the Director of Sales.
• Maintain updated files on rate agreements, seasonal promotions, and corporate contracts.
• Monitor competitor activity and assist in compiling market intelligence reports.

Knowledge, Skills & Abilities

• Strong organizational skills and ability to manage multiple priorities with accuracy and attention to detail.
• Excellent verbal and written communication skills; professional demeanor at all times.
• Proficiency with Delphi.fdc (Salesforce), Opera Cloud, Microsoft Office Suite, and general CRM systems.
• Strong administrative and analytical skills, with an ability to synthesize data for reporting and decision-making.
• High level of integrity, discretion, and professionalism in handling confidential information.
• Ability to work collaboratively in a fast-paced, luxury environment while maintaining composure and service excellence.

Experience & Education

• Bachelor’s degree in Hospitality Management, Business Administration, or related field preferred.
• Minimum of 1–2 years’ experience in a luxury hospitality or hotel sales environment.
• Experience supporting a Director of Sales, Sales Manager, or equivalent leadership role preferred.
• Familiarity with luxury hotel operations, membership clubs, or event-driven venues is a plus.

Physical Requirements

• Ability to sit and work at a computer for extended periods.
• Occasional standing and walking during site inspections or events.
• Ability to lift and carry promotional materials up to 20 pounds.
• Flexibility to work occasional evenings or weekends to support client events or trade shows.

Intent and Function of Job Description

This description outlines the essential functions and qualifications required to perform this role successfully. It is not intended to be exhaustive, and duties may be added or adjusted as business needs evolve. Employment with Casa Cipriani remains at-will. Equal Opportunity Statement

Casa Cipriani is an Equal Opportunity Employer.