Sales Coordinator

Description

TITLE: Sales Coordinator

 DEPARTMENT: Sales
REPORTS TO: Dual Director of Sales

POSITION SUMMARY

The Sales Coordinator supports the Sales Managers in achieving customer satisfaction through clerical and administrative assistance related to client communication, reservations, and hotel sales. This role involves responding to telephone and in-person inquiries, preparing documents, coordinating client site tours, loading negotiated rates into the property management system, and maintaining customer profiles within the CRM.

ESSENTIAL RESPONSIBILITIES

• Respond promptly and professionally to telephone and in-person inquiries.
   
• Answer client and booker questions regarding property facilities and services (e.g., operating hours, room types, rates, packages, entertainment, dining options, etc.).
   
• Maintain accurate and up-to-date client, booking, and activity information in the customer database (STS).
   
• Act as the main point of contact for clients via phone and email, addressing inquiries and requests.
   
• Coordinate with the Sales & Marketing team to support departmental goals and initiatives.
   
• Generate reports, prepare proposals and collection documents, and liaise with clients and suppliers.
   
• Prepare sales-related documents such as proposals, contracts, banquet event orders (BEOs), and CVGR letters.
   
• Compile materials for information packages including brochures, promotional materials, welcome kits, and souvenirs.
   
• Source corporate and group leads through internet research, networking, and telemarketing.
   
• Manage sales managers’ calendars, travel arrangements, and appointments.
   
• Maintain filing systems and handle communication of relevant information.
   
• Arrange and coordinate meetings, events, and appointments.
   
• Record, transcribe, and distribute meeting minutes.
   
• Communicate with clients regarding leads, hotel requirements, and travel details.
   
• Represent the Sales Department in client meetings when Sales Managers or the Director of Sales are unavailable.
   
• Conduct property site tours for prospective clients.
   
• Screen, respond to, and distribute incoming communications.
   
• Design, update, and manage customer profiles and databases in the property CRM and PMS systems.
   
• Merge duplicate profiles as necessary.
   
• Load and manage rate codes in the hotel software, ensuring correct linkage to company profiles.
   
• Print and distribute daily sales reports and productivity reports for each sales manager.
   
• Retrieve and file documents and reference materials as required.
   
• Conduct research and gather data for reports and documentation.
   
• Apply effective sales strategies to maximize hotel revenue.
   
• Coordinate vendor-related sales arrangements and maintain strong vendor relationships.
   
• Ensure accuracy and timely completion of sales documents including BEOs, contracts, proposals, and rooming lists.
   
• Provide after-sales support and respond to customer concerns or complaints.
   
• Ensure availability of all necessary sales-related materials and equipment.
   
• Perform additional duties as assigned by the Director of Sales or management.
   
• Attend Banquet Event Order (BEO) and staff meetings; act as liaison with hotel departments involved in event execution.
   
• Meet with clients to review BEOs and group resumes, addressing any changes or concerns.
   
• Coordinate all catering activities as directed by the Director of Sales, ensuring prompt follow-up on contracted business.
   
• Identify and coordinate event planning needs and requirements.
   
• Maximize revenue by focusing on high-yield accounts, retaining clients, and improving sales effectiveness.
   
• Upsell and detail events with clients, including logistics (space, A/V, timing, equipment, menus, décor, etc.), and prepare corresponding paperwork.
   
• Manage all details to ensure program requirements are met, resolving customer concerns to ensure satisfaction and repeat business.
   
• Oversee group billing processes including deposits, credit authorizations, and coordination with the accounting team.
   
• Close out groups in the sales system, including tracking pickup and commissions, and coordinating final processing with accounting.

OTHER RESPONSIBILITIES

• All other duties as assigned, requested, or deemed necessary by leadership.

SUPERVISORY DUTIES

• None

BEHAVIORAL FOCUS

At G Lodging, our core values which provide a guide for our decisions are:  

• Do the Right Thing: demonstrate empathy, honor and integrity in all that we do.  
• Think We, not Me: Together as a team we reach new heights in our work and community.
• Be Your Best Self: We are engaged, move with purpose, and serve with enthusiasm.
• Think Like a Guest, Act Like an Owner: Anticipate the needs of our guests and value our properties.

CORE COMPETENCIES

Drawn from our core values, each competency is built upon a set of basic behaviors that are shared by all associate, regardless of role which include: 

• Integrity and Respect
• Communication
• Innovation
• Teamwork and Relationships
• Hospitality
• Job Excellence

Requirements

Education/Formal Training

Minimum of high school diploma or equivalent.

Experience

Six (6) months of sales, catering, or customer-service related position in a hotel or restaurant environment. Previous sales, hospitality, and administrative experience, preferred.

Knowledge/Skills

• Advanced knowledge/use of Microsoft Word applications: Word, Excel, Publisher and PowerPoint.
• Experience using Property Management System such as STS/CVENT a plus.
• Requires a working knowledge of computer equipment.
• Requires knowledge of general sales techniques, yield management, and customer service skills.
• Requires the ability to hear, speak, read, and write English fluently.
• Requires 12th grade level mathematics, spelling, and reading skills.
• Must have dexterity/mobility to meet clients on and off premises, to tour property and attend functions, to climb stairs, and operate basic office equipment.
• Vision to read fine print and computer screens, to see colors, to observe rooms in poorly lit conditions.
• Alphabetizing, grammar and punctuation skills.
• Standard business letter formats.
• Strong editing skills.

Physical Demands

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Excellent communication skills necessary to communicate clearly with customers and other departments by phone or in person. 
• Excellent hearing necessary for verbal interaction with guests and associates.
• Excellent vision necessary to view set-ups.
• Excellent literacy necessary to read BEOs, process gratuities, etc...
• Able to read contracts and letters. 
• Able to use computers.
• Excellent attention to detail and multi-tasking skills. 
• Bending/kneeling - repeated bending and kneeling required while filing
• Mobility - must be able to reach all areas of hotel to assist clients. Occasional standing. Occasional carrying and lifting of files and office items up to 25 lbs. 

Environment

General office and hotel environment, weather exposure when making sales calls.