Sales Coordinator

Job Summary

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.

Required Skills & Qualifications

• **Experience:**
• 1–2 years of administrative or coordinator experience, ideally within a hotel front office, reservations, or sales department.
• **Technical Skills:**
• High proficiency in Microsoft Office (Excel, Word, PowerPoint).
• Experience with hotel systems like

Opera Pms

• , Delphi, or equivalent CRMs is highly advantageous.
• **Organizational Mastery:**
• Exceptional time-management skills; ability to prioritize tasks coming from four different department heads.
• **Communication:**
• Flawless written and verbal communication skills; professional telephone manner and presentation.
• **Discretion:**
• Ability to handle highly confidential revenue data, client contracts, and payroll/expense information with integrity.