Sales & Event Coordinator

The Sales & Event Coordinator plays a key role in supporting the Sales Team in achieving both customer satisfaction and revenue goals. This position requires strong event coordination experience and the ability to actively support and drive sales initiatives. The coordinator will perform administrative duties related to sales, client communication, group bookings, contracts, and system room control while also assisting in the planning and execution of events. This role is essential in ensuring smooth departmental operations, maintaining strong client relationships, and helping grow business through proactive sales support.

• Assist the sales team with daily administrative tasks and project management.

• Manage and maintain client databases, ensuring accurate and up-to-date information.

• Prepare sales reports, presentations, and documentation for management meetings.

• Support the development of proposals and contracts, ensuring compliance with company standards.

• Track and analyze sales performance metrics to identify trends, opportunities, and areas of improvement.

• Help develop marketing materials and promotional campaigns to attract new clients.

• Work with sales personnel to achieve team revenue goals.

Event Coordination (Emphasis Added)

• Coordinate and support all aspects of site visits, client meetings, and group events to ensure a seamless and professional experience.

• Serve as the main point of contact for contracted groups within five (5) business days of signing.

• Determine and coordinate all customer needs related to group blocks, event details, and meeting space (when required).

• Develop an effective communication system with hotel departments to clearly disseminate event details, group resumes, and special requirements.

• Conduct site inspections as needed and represent the hotel with professionalism and enthusiasm.

• Assist with VIP and individual reservations tied to events or group bookings.

• Respond promptly and professionally to client inquiries, ensuring exceptional customer service.

• Maintain well-documented, organized, and up-to-date client files and communication records.

• Build and maintain strong relationships with clients to support repeat and referral business.

• Follow up on all customer needs and inquiries efficiently, same day or by 11 a.m. the next business day.

• Answer sales office phones when sales staff is unavailable; route opportunities appropriately.

• Manage all incoming leads through platforms such as CVENT, One Source – Group 360 / CI/TY, email, and voicemail.

• Manage and maintain general sales and property-specific email inboxes.

• Prepare sales-related documents (proposals, contracts, meeting space outlines, brochures, and promotional materials).

• Utilize digital sales systems such as Marsha, Light Speed, Onq, CI/TY, etc., and understand the hotel’s sales strategies, rates, fees, and budgeted goals.

• Enter, retrieve, reconcile, and verify data related to commissions, leads, and third-party sources.

• Maintain all information in the Sales CRM system.

• Partner with departments such as Front Desk, Reservations, and Operations to ensure cohesive service delivery.

• Attend weekly sales and operations meetings as needed.

• Assist with completing required sales reports and maintaining department supplies.

• Represent the hotel with professionalism, integrity, and a service-focused approach at all times.

• Assist with special projects as needed.

• Move, lift, carry, push, pull, and place items up to 20 pounds without assistance.

• Perform other reasonable job duties as assigned by managers.

• Associate or Bachelor’s degree in Hospitality Management, Business Administration, or related field preferred.

• Strong event coordination experience in a hospitality setting is highly preferred.

• Previous hotel, sales, or administrative experience within the industry strongly preferred.

• Excellent organizational skills with strong attention to detail.

• Exceptional communication and interpersonal skills.

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) required; CRM knowledge (FOSSE, STS, Delphi) preferred.

• Ability to multitask and thrive in a fast-paced environment.

• Strong professional communication skills (oral and written).

• Hospitality- and customer-service–oriented mindset.

• Ability to interact effectively with diverse team members and leadership.

• Ability to adapt quickly in a fast-paced, ever-changing environment.

• Technical proficiency with office and sales software.

• Ability to uphold and drive a positive TEAM culture.

40 hours per week, primarily Monday–Friday, with occasional weekends based on business needs.

For applicants working in NYC, the anticipated compensation range is $25.00- $30.00 per hour. The rate offered to a successful candidate will depend on several factors including, but not limited to, years of experience in the role, hospitality experience, and education.