Sales & Marketing Coordinator

The Sales & Marketing Coordinator plays a key support role for the Sales and Marketing teams at Viceroy Santa Monica, providing administrative, operational, and logistical assistance to ensure the seamless execution of sales initiatives, group business, transient reservations, and brand-driven marketing efforts.  This position serves as a central point of coordination between Sales, Marketing, Operations, and the Viceroy brand team. The ideal candidate is highly organized, detail-oriented, professional in client communications, and comfortable balancing multiple priorities in a fast-paced luxury hotel environment.

• Serve as a primary support resource for the Sales team, assisting with daily administrative and operational tasks
• Assist with transient reservations, including confirmations, modifications, special requests, billing notes, and VIP handling
• Process group rooming lists, including initial entry, revisions, special requests, upgrades, and VIP designations
• Maintain group blocks and reservations in Opera/Envision, ensuring accuracy prior to arrival
• Assist with contracts, addendums, proposals, and sales presentations, including document merging and formatting
• Support the group turnover process, ensuring all rooming lists, concessions, billing instructions, and special notes align with signed contracts
• Coordinate group and VIP amenities, welcome letters, and special arrangements
• Create reservation links for definite group bookings once turnover is complete
• Assist with deposits, credit card authorizations, and billing documentation (e.g., Sertifi, Canary)
• Run and distribute sales-related reports as requested by the ADOSM

• Support execution of hotel marketing initiatives in collaboration with the Sales team, Managing Director, and Viceroy brand partners
• Act as a liaison with the Viceroy brand and corporate marketing teams, assisting with requests, timelines, asset coordination, and approvals
• Assist with logistics for marketing initiatives, including photo shoots, site visits, events, collateral distribution, and promotional activations
• Maintain and organize marketing assets such as image libraries, collateral, presentations, and digital files
• Assist with coordination of on-property marketing events and brand activations, including internal communication to hotel departments
• Support content needs by gathering information, photos, and operational details for brand, PR, and marketing use
• Ensure brand standards and tone are upheld in all marketing-related materials and communications
• Serve as a professional point of contact for internal and external inquiries related to Sales and Marketing
• Coordinate internally with Operations, Revenue Management, Catering, and Front Office teams to ensure smooth execution of sales and marketing initiatives
• Maintain organized filing systems and accurate data entry within CRM and property systems
• Assist with meeting coordination, calendars, and internal communications for the Sales & Marketing team
• Perform additional duties as assigned by the Area Director of Sales & Marketing or Managing Director

• The ability to exercise the personal discipline and extra diligence to assure that projects are completed on timely basis.
• Flexible schedule - Willing and able to work shift duties that may include evenings, nights, weekends and holidays.
• Dynamic, highly motivated, self-confident, excellent interpersonal and organizational skills.
• Interpersonal skills and the ability to work well with co-workers and the public.
• Ability to sell concepts and ideas to management, peers and colleagues.
• Ability to exercise sound judgment in evaluating situations and making decisions.
• Proficiency in Microsoft Office Suite. Familiar with Delphi and Opera
• Prior experience working with hotels or luxury brands preferred, along with an understanding of luxury consumers and how to reach that market from a messaging and targeting standpoint.
• Experience in luxury hospitality/hotels strongly preferred.
• Must be able to sit at a desk, walk, and stand for up to four (4) hours
• Must be able to walk and stand for extended periods of time
• Must be able to bend, stoop, squat and stretch
• Must be able to occasionally lift up to 15 lbs. 
• Must have finger dexterity to be able to operate office equipment such as computers, printers, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed
• Requires grasping, writing, standing, sitting, walking, repetitive motions, listening and hearing ability and visual acuity

            Qualification Standards:

Education: High school or equivalent education required.  Bachelor’s Degree preferred

               Experience: Previous experience in a similar role at a luxury hotel

Grooming: All colleagues must maintain a neat, and well-groomed appearance (specific standards will be provided)