Sales and Marketing - Sales Coordinator

Sales Coordinator
Position Summary
The Sales Coordinator provides administrative, operational, and client-support assistance to the Sales team to ensure efficient handling of group and leisure business opportunities. This role plays a critical part in supporting revenue generation by managing inquiries, preparing proposals and contracts, coordinating internal communication, and ensuring seamless transition from sales to operations.
The Sales Coordinator serves as a key liaison between Sales, Revenue Management, Marketing, Reservations, and Operations to ensure accuracy, timeliness, and exceptional client service.

Key Responsibilities
1. Sales Administrative Support
• Prepare proposals, contracts, addendums, and banquet event orders (as applicable).
• Manage incoming inquiries and distribute leads according to established procedures.
• Maintain accurate and updated records in the CRM and sales systems.
• Track tentative, definite, and lost business.
• Support RFP responses and follow-up communications.
• Assist with site inspection preparation and post-site follow-ups.
2. Contract & Documentation Management
• Ensure contracts are accurate, complete, and compliant with company standards.
• Coordinate internal review and approval processes.
• Track deposit schedules and key contract milestones.
• Maintain organized electronic and physical filing systems.
3. Revenue & Reporting Support
• Assist in compiling weekly and monthly sales reports.
• Track booking pace, production, and segment performance.
• Monitor cut-off dates, rooming lists, and block management in coordination with Revenue and Reservations.
• Support forecasting processes with updated sales activity data.
4. Client & Internal Communication
• Act as point of contact for client inquiries when Sales Managers are traveling or unavailable.
• Coordinate communication between clients and operational departments.
• Ensure timely and professional responses to all inquiries.
• Facilitate turnover meetings from Sales to Operations.
5. Event & Operational Coordination
• Support group detailing process and internal distribution of event documentation.
• Coordinate site visit logistics, welcome amenities, and presentation materials.
• Assist with execution support for key client events when required.