Sales and Event Coordinator

Job Title: Sales & Event Coordinator

Company Overview: The Virginian Hotel, a distinguished member of Hilton’s Curio Collection and the Historic Hotels of America, epitomizes luxury and sophistication in downtown Lynchburg, Virginia. This AAA Four Diamond Hotel seamlessly blends historic charm with modern amenities, offering 115 elegantly appointed guest rooms and suites. With over 8,000 square feet of versatile event space across seven function rooms, it serves as an ideal venue for both business and social gatherings. Guests can indulge in exceptional dining at our three on-site restaurants: the Skyline Rooftop, William & Henry Steakhouse, and Marigold Café. At The Virginian Hotel, we pride ourselves on fostering a collaborative, innovative, and supportive workplace where team members thrive.

Position Summary: This position plays a vital role in supporting the Sales Department by assisting with group sales processes and event coordination and communication, ensuring seamless execution and exceptional service. The ideal candidate will be highly organized, detail-oriented, and eager to learn, with a genuine passion for hospitality and the ability to manage multiple priorities in a fast-paced environment. This role offers an excellent opportunity to gain hands-on experience and grow into a career in hotel sales and events.

Key Responsibilities:

· Assist in the daily operations of the Sales Department, fostering clear communication and seamless coordination across all departments.

• Manage general inquiries via phone, email, and in person, directing them to the appropriate sales manager by market segment while ensuring prompt and professional communication.
• Maintain up-to-date sales files, databases (Delphi FDC, Hilton PEP, Hilton ONQR&I), and sales collateral, ensuring accurate records of contracts, correspondence, and client details.
• Manage group billing, including collecting deposits, posting charges, and securing final payment, while coordinating closely with the accounting department to ensure accuracy and timely reconciliation of group accounts.
• Create files for fully executed group contracts, generate group master folios and booking links, and communicate all relevant details to clients via email; follow up after events with final receipts and documentation.
• Assist with department reporting and the creation of the weekly BEO packet for internal meetings, including organizing, distributing, and communicating updates to the operations team throughout the week.
• Manage VIP amenities, client gifts, and special requests on behalf of the Sales Department.

· Maintain organization of the executive offices, ensuring they are well-stocked with necessary supplies and resources for smooth daily operations.

· Assist the General Manager with internal events, including hotel town halls and leadership meetings, by preparing BEOs, coordinating menu and setup details

· Support sales managers with site visits, familiarization tours, and trade shows as required.

· Coordinate with all departments to ensure flawless execution of group stays and events.

· Once proficient in the role, manage group bookings of 10 guests or fewer, overseeing all details from initial booking through event execution to ensure a seamless client experience.

· Perform additional tasks as needed to support the Sales Department and contribute to its overall success.

Qualifications:

· High school diploma or equivalent required; associate or bachelor’s degree in Hospitality, Business, Marketing, or a related field preferred.

· Previous experience in hospitality, customer service, or administrative support is a plus, with additional experience in banquet/event operations or front desk/hotel operations—including familiarity with room blocks and reservations—considered highly beneficial..

· Strong organizational skills with attention to detail and the ability to manage multiple priorities in a fast-paced environment.

· Excellent verbal and written communication skills; professional phone and email etiquette.

· Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ability to quickly learn hotel sales systems (e.g., Delphi FDC, Hilton PEP, Hilton ONQR&I).

· Strong interpersonal skills with a friendly, professional demeanor and a passion for providing exceptional guest service.

· Ability to work independently as well as collaboratively within a team.

· Strong problem-solving skills and the ability to adapt to changing priorities.

· High level of discretion and ability to handle confidential information professionally.

· Flexibility to work occasional evenings, weekends, or events as needed.

· Motivated to learn and grow in a career in hospitality sales and event management.

Schedule:

• Full-time, 40 hours per week, typically Monday–Friday, 9:00 AM–5:00 PM.
• Flexibility required to provide occasional evening or weekend coverage for events as needed.

Compensation & Benefits:

• Competitive hourly wage: $17.00 – $19.00 per hour.
• Comprehensive health, vision, dental, and life insurance plans available, with eligibility beginning after the first 90 days.
• Paid time off, including six major holidays, available after the first 90 days of employment.
• Exclusive travel discounts through the Go Hilton Travel Discount Program and OTH Hotels & Resorts team member program, offering deeply discounted stays at thousands of hotels and resorts worldwide for you and your family.
• Professional development opportunities, including networking with local organizations and industry peers.

Pay: $17.00 - $19.00 per hour

Experience:

• Administrative: 2 years (Preferred)

Work Location: In person

Salary : $17 - $19