Sales Coordinator (Hotel Swexan)

Company Overview

Harwood Hospitality Group, Dallas’ premier Hospitality owner-operator, introduces its most complete expression of a multi-generational vision in Harwood District’s first hotel, Hôtel Swexan.

The Hotel is a new destination, with an uncompromising mission that values experience above all. It is a place like no other that draws inspirations from the world’s greatest cities – New York, London, Paris – together in one location to create something completely new. Local expertise with an international influence. Classic and contemporary, the hotel is a twist on conventions.

Part collection, part creativity, and always elegant. Guests stay to get lost – in culture and conversation. The Hotel is a world of its own, a meeting place, a hideaway, a stomping ground. For celebration or solitude.

Designed with all generations in mind, Harwood District’s hotel plays host to an eclectic mix of personalities. It is a timeless setting where locals mix with out-of-towners and old souls encounter the young at heart.

Intimate, immersive, and transportive. Hôtel Swexan has a surprise around every corner. Forget, for a second, where you came from, and leave with a memory that keeps you coming back.

Sales & Lead Management

• Manage all incoming leads across all segments — group, catering, outlet, wedding, and social — ensuring leads are assigned three times daily to maintain prompt follow-up and balanced workload across the team.
• Answer and field all incoming sales calls and leads; pre-screen each inquiry using the Incoming Lead Questionnaire to confirm details, qualify potential business, and determine the appropriate next steps.
• Build out qualified corporate group inquiries in Delphi as bookings, ensuring each is coded correctly, complete with trace notes, and entered with all relevant client information.
• Receive signed contracts from Sales Managers, cross-reference against Delphi for accuracy (rates, dates, concessions, deposits, etc.), and upload finalized contracts into Delphi following the established checklist.
• Administer the internal turnover email for each confirmed booking, ensuring all details are communicated clearly to the Event Service Manager and corresponding departments.
• Enter all trace tasks in Delphi for the assigned Event Service Manager to initiate post-contract communication and planning with the client.
• Maintain accurate and organized Delphi records, including all trace notes, client communication logs, and file attachments.
• Prepare, edit, and format proposals, contracts, and Banquet Event Orders (BEOs) as directed by Sales Managers.
• Support with account creation and updates in Cendyn CRM, ensuring data accuracy and alignment with brand standards.

Client Communication & Support

• Serve as a secondary client contact during the pre-contract and pre-event phases, providing timely, professional, and brand-aligned communication.
• Coordinate and schedule site tours, pre-conference meetings, and internal event review meetings.
• Coordinate all site visit preparations, including ensuring guest rooms and meeting spaces are inspection-ready, confirming a list of rooms to show, assembling VIP gift bags, and distributing site visit details to the internal team in advance.
• Maintain a polished and professional presentation standard for all client visits, ensuring the Swexan brand is represented at the highest level.
• Follow up with clients post-site visit to ensure satisfaction and assist with next steps as needed.

Event & Department Coordination

• Prepare and distribute daily and weekly reports, including lead activity, tentative/definite lists, and production updates.
• Maintain version control for all Banquet Event Orders (BEOs) and event documentation.
• Audit the BEO folder in the shared drive every Tuesday to ensure all BEOs are secured and finalized by 3:00 PM.
• Send recap emails by end of day Tuesday for any missing or incomplete BEOs to ensure the department is fully prepared for Wednesday morning print and distribution.
• Collaborate with Event Service Managers to ensure smooth turnover of confirmed events and timely internal communication.
• Track deposit schedules, payment due dates, and received deposits in coordination with Accounting and Sales Managers.
• Work closely with the Marketing Coordinator to coordinate and print menus or other branded materials as needed for site visits, events, and departmental use.
• Order and maintain office supplies for the Sales & Events team, ensuring an organized and efficient workspace.

Operational Support

• Support the Director of Sales with administrative projects, departmental reporting, and ongoing process improvements.
• Ensure all documentation — including contracts, deposits, insurance certificates, and event resumes — is collected, filed, and distributed according to hotel SOPs.
• Collaborate with Front Office, Banquets, Culinary, Reservations, and Revenue teams to ensure all event and group details are communicated clearly and accurately.
• Handle dining reservations for Business Travel (BT) clients
• Maintain all departmental templates, SOPs, and checklists for consistency and ease of use.

Reporting & Organization

• Generate lead source, pace, and production reports on a weekly and monthly basis.
• Audit Delphi and Cendyn data regularly for accuracy and completeness.
• Support preparation for Quarterly Business Reviews (QBRs) with revenue summaries and pacing insights.
• Track booking pace and assist in year-end and quarterly sales summaries.

Technology & Systems

Proficient in:

• Delphi / Amadeus (CRM & sales management)
• Cendyn (proposals, CRM database)
• Canary (contracts, credit card authorizations)
• Social Tables (event diagrams, BEO support)
• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• DocuSign / Adobe PDF (contract routing & digital signatures)

Culture & Brand Standards

• Uphold the Hôtel Swexan luxury service culture through polished communication, discretion, and attention to detail.
• Maintain confidentiality and professionalism in all client and business matters.
• Attend weekly sales meetings, pre-cons, and departmental huddles.
• Foster a collaborative and positive team environment, celebrating wins and supporting team success.