What are the responsibilities and job description for the Dual Sales Coordinator position at PAH Management?
Position Summary
The Dual Hotel Sales Coordinator supports the sales team at the Homewood Suites and Hilton Garden Inn Fort Wayne. This role is responsible for sales administration, group block coordination, client communication, and event support across both properties. The Sales Coordinator serves as a key operational link between the sales team and other hotel departments, helping to ensure a smooth, high-quality experience from initial booking through event completion.
What You'll Do
Group and Reservation Management
- Coordinate group room blocks in the Delphi FDC/PMS system, including entry of rooming lists prior to reservation cut-off dates.
- Manage group booking transitions once a group goes definite, ensuring accurate transfer of all details from the sales team.
- Enter group pickup and billing information accurately into Delphi; coordinate with the Guest Service Manager to ensure special billing arrangements are entered into the PMS correctly.
- Collect and process all methods of payment in compliance with property and brand standards.
Client Relations and Event Support
- Create event proposals and contracts using Delphi FDC; work closely with clients to obtain and update all event details to ensure a successful event.
- Prepare Banquet Event Orders (BEOs) for kitchen staff and host weekly BEO meetings with department heads.
- Greet clients prior to events to confirm all arrangements are in place and expectations are met.
- Follow up with client’s post-event to gather service feedback, express appreciation, and cultivate repeat and referral business.
- Respond promptly and professionally to client inquiries, issues, and special requests to ensure a quality experience.
Interdepartmental Coordination
- Communicate group needs, special requests, and event details to guest services, housekeeping, and food and beverage teams.
- Prepare group turnovers for operational department heads to support seamless execution.
- Work closely with kitchen and banquet staff to ensure all event requirements are clearly communicated and delivered.
- Notify relevant departments of customer specifications in a timely manner and escalate issues as needed.
Sales Administration
- Maintain accurate, organized records and files to support group history, future bookings, and quality service continuity.
- Develop and maintain relationships with key corporate, business, and travel industry accounts to support market share growth.
- Coordinate property participation in seasonal wedding vendor shows and other industry events as directed.
- Assist with general sales office administrative duties as needed, including correspondence, filing, and report preparation.
- Complete special projects and other responsibilities as assigned.
What You Bring
Required
- One or more years of experience in hotel sales, hospitality administration, or a closely related role.
- Proficiency with hotel property management systems; experience with Delphi FDC or similar group sales platform preferred.
- Strong organizational skills with the ability to manage multiple priorities accurately and on deadline.
- Clear and professional written and verbal communication skills.
- Ability to work collaboratively with multiple departments and adapt to shifting priorities.
- High attention to detail and commitment to data accuracy in booking and billing processes.
Preferred
- Experience supporting sales teams at a dual-property or multi-property hotel operation.
- Familiarity with Marriott brand systems and standards.
- Demonstrated ability to build and maintain client relationships over time.
Work Environment and Physical Requirements
- Requires the ability to sit, stand, and move throughout the work area for extended periods.
- Occasional lifting or carrying of materials up to 20 pounds.
- Must maintain a professional appearance and wear a name tag in accordance with PAH standards.
- Schedule may vary based on group and event needs; flexibility for occasional evenings or weekends may be required.
Our Benefits
• Medical, Dental, and Vision Insurance • Short-Term and Long-Term Disability • 401(k) Retirement Plan
• Term Life and AD&D Insurance • Employee Incentive Program • Voluntary Life Insurance (self, spouse, child) Accident, Critical Illness, Hospital Indemnity • Hotel Stay Perks (Marriott, Hilton) • Educational Reimbursement • Paid Time Off • Manager in Training Program (where applicable)
About PAH Management
PAH Management is a Dallas-based hotel ownership and management company operating a portfolio of select-service properties across multiple states under Marriott, Hilton, and Hyatt brands. We are dedicated to developing a culture that places associates first while becoming America's preferred hotel management company.
Equal Opportunity Employer