Sales Coordinator

Description

The Sales Coordinator provides administrative support to the Sales department as well as maintaining
hotel room inventory and group blocks.

What you will be doing:
? Attends daily sales huddles and weekly sales meetings; additionally may be asked to participate in
hotel stand ups and front desk meetings.
? Prepares and executes amenities.
? Reviews and balances house inventory.
? Reviews inventory for sell-through availability.
? Creates manual wholesale reservations.
? Updates wholesale rates on portal and closes out dates where room type inventory is limited.
? Provides administrative support to the Sales team.
? Maintains accurate records of sales activities and customer information.
? Coordinates with clients to gather information and update them on the status of their groups.
? Ensures timely delivery of information to clients and follows up on any issues that may arise.
? Collaborates with other departments such as Front Desk, Housekeeping, and Maintenance, to ensure
a smooth sales process.
? Attend sales-related events to represent the company and promote hotel amenities and services as
requested; such as customer appointment calls, sales blitz and tradeshows.
? Conducts market research and gather information on competitors and industry trends.
? Creates welcome letters for arriving VIPs and corporate accounts.
? Pulls daily guest ledger to identify corporate rate codes.
? Communicates and assigns rooms for Site and Events occurring at hotel to all departments.
? Reviews group pick-up report and releases rooms past cut-off date.
? Organizes group resumes for packet to be completed by Wednesday morning each week.
? Verifies that groups going to the master have sufficient funds to cover stay.
? Assists in building group blocks in Delphi.
? Creates group and/or package links as required.
? Answers phone calls and group inquiries.
? Performs site tours.
Lodging Dynamics Job Description | Revised: 4/18/2025
? Creates contracts and proposals.
? Emails rooming lists to clients.
? When applicable, assists Sales team with prospecting and gathering contact lists.
? Performs shop calls as requested.
? Schedules and attends off-property site tours.
? Prepares invoices for prepayment groups.
? Updates forecasted and blocked rooms in Delphi after group cut-off date.
? Enters group pick-up into Delphi after group departure.
? Audits group blocks regularly to ensure accuracy.
? Collects advance deposits.
? Processes cancellations.
? Reviews group billing after group departure.
? Prepares "Thank You" letters.
? Attendance is a key component of this position.
? Maintains a professional appearance in accordance with Company standards; wears the appropriate
uniform or attire.
? Maintains open and effective communication with team members and management.
? Attends and participates in team meetings.
? Adheres to established safety and emergency procedures and protocols, this includes Company,
federal, and state specific regulations and guidelines.
? Completes all required Company training/compliance courses as assigned.
? Adheres to Company standards and maintains compliance with all policies and procedures.
? Performs other related duties and responsibilities as assigned.

Education:
? High school diploma or equivalent.

Skills & Abilities:
? Customer service skills.
? Able to maintain a positive and professional working environment.
Lodging Dynamics Job Description | Revised: 4/18/2025
? Fosters a culture of excellence.
? Attention to detail.
? Analytical and problem-solving skills.
? Able to maintain composure and objectivity under pressure.
? Proficient in Google Docs/Microsoft Word.
? Proficient in Google Sheets/Microsoft Excel.
? Basic knowledge of Google Slides/Microsoft PowerPoint.
? Basic math skills.
? Performs well with frequent interruptions and/or distractions.
? Able to communicate appropriately and effectively with all levels of management and external
stakeholders.
? Ability to effectively listen, understand, and resolve challenges and concerns from management,
team members, and guests.
? Knowledge of key industry trends, regulations, and the current industry landscape.
? Able to engage diplomatically and effectively with third party operators and owners, empathizing, and
reacting appropriately to partner feedback and helping resolve issues where necessary.
? Ability to adjust effectively to evolving work environments and shifting customer (internal/external)
requirements.
? Able to maintain a positive and professional working environment.
? Fosters a culture of excellence.
? Able to work effectively in a cul