Sales Coordinator

Overview

1. Sales & Events Administration

• Inquiry Handling: Act as the first point of contact for incoming sales and event leads; log inquiries accurately in the CRM and distribute them to the respective managers.
• Proposal & Contract Support: Draft proposals, Group Sales Agreements, and Event Orders (EOs) based on templates provided by the team.
• Site Inspection Prep: Coordinate VIP amenities, show-rooms, and welcome materials for prospective clients visiting the hotel.
• System Management: Maintain and update the sales/catering database (e.g., Opera Sales & Catering, Delphi) to ensure client data and booking statuses are accurate.

2. Marketing Support

• Collateral Coordination: Organize and maintain inventory of sales kits, brochures, branded giveaways, and digital marketing assets.
• Social Media & PR Admin: Assist the marketing team with scheduling social media posts, tracking media coverage, and preparing press kits.
• Promotion Assembly: Help proofread and coordinate the distribution of flyers, menus, and e-newsletters to clients.

3. Revenue Management Assistance

• Data Gathering: Extract daily, weekly, and monthly system reports (e.g., pickup reports, pace reports) from the PMS for the Revenue Manager.
• Competitor Tracking: Assist in gathering data on competitor pricing and market trends as requested.
• Rate Loading Coordination: Cross-check that rates, packages, and promotions are accurately communicated to the reservations team for system loading.

4. General Division Administration

• Meeting Management: Schedule weekly commercial/revenue meetings, prepare agendas, and take detailed minutes.
• Expense & Commission Tracking: Process department invoices, track expense reports, and coordinate travel agent commission payouts with the finance team.