Conference Services & Sales Coordinator

Description

The Hotel Indigo Austin Downtown – University and Holiday Inn Express & Suites Austin Downtown – University are seeking a highly organized, detail-oriented Conference Services & Sales Coordinator to join our growing Sales Team.

This position plays a critical role in supporting the sales process and ensuring the successful execution of meetings, events, and group bookings. The ideal candidate will serve as the primary point of contact for clients after a contract has been signed, coordinating all event details while acting as the liaison between Sales and Operations.

If you thrive in a fast-paced hospitality environment, enjoy working directly with clients, and have a passion for delivering exceptional service, we’d love to hear from you.

At Crescent Hotels & Resorts, we are a team of hospitality professionals that are deeply connected to & proud of the exceptional experiences we provide for our guests. More than that, we know our Associates are the shining stars of what we do!

We understand what it takes to be a part of something great. We will encourage you to bring your true self to work every day, we will celebrate you and we will cheer you on as you shine bright in your career journey. Whether it be our health & wellness programs, best in class learning and development or our travel discounts that ‘feed your inner explorer’, we work hard to create and deliver on what YOU need. We are ready for you to start your journey with us where You Belong. We Care. Shine Bright.

We are committed to providing you with:

• Highly competitive wages
• An exceptional benefit plan for eligible associates & your family members
• 401K matching program for eligible associates
• Flexible scheduling to allow you to focus on what is important to you
• Discounts with our Crescent managed properties in North America for you & your family members
• IHG Hotel Discounts Worldwide
• Growth and Development Opportunities
• Opportunity to be part of a dynamic dual-brand downtown Austin hotel team

Key Responsibilities:

Conference Services & Client Management:

• Serve as the primary contact for clients after contract turnover from the Sales Manager.
• Manage event and group details from planning through execution.
• Prepare and distribute Banquet Event Orders (BEOs), Group Resumes, and event documentation using Delphi.
• Conduct pre-event planning calls, site visits, and pre-convention meetings.
• Coordinate special requests, VIP amenities, rooming lists, and event logistics.
• Maintain accurate client records and communication within Delphi.

Operations Coordination

• Partner closely with Front Office, Housekeeping, Food & Beverage, and Banquet Operations teams.
• Ensure all event details are accurately communicated and executed.
• Participate in weekly BEO meetings and operational planning sessions.
• Troubleshoot last-minute changes and provide real-time solutions during events.

Billing and Administrative Responsibilities:

• Process and track deposits, authorizations, and group billing.
• Post banquet and event charges accurately and timely in Opera.
• Review final invoices and ensure billing accuracy before client distribution.
• Maintain organized event and financial documentation.
• Assist with reporting, forecasting support, and sales administrative functions.

Sales Support:

• Assist with prospecting, lead generation, and database management.
• Support sales initiatives, site tours, client events, and relationship-building efforts.
• Maintain positive relationships with clients, vendors, and event planners.

Required Qualifications:

• Minimum 2 years of Hotel Sales Coordinator and/or Conference Services experience required.
• Salesforce/Delphi Sales & Catering Certification completed within the last 12 months required.
• Strong knowledge of group sales, meetings, events, and hotel operations.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced hospitality environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

Preferred Qualifications:

• Opera PMS experience strongly preferred.
• IHG experience is a plus but not required.
• Experience working in a full-service hotel environment.
• Knowledge of banquet operations, event planning, and group billing procedures.

Schedule & Availability:

• Typical schedule is Monday–Friday, 8:00 AM – 5:00 PM.
• This is an hourly position.
• Must be flexible to work occasional evenings, weekends, and holidays as business demands require.
• Availability may vary based on client needs, event schedules, and operational requirements.

Qualifications

Conference Service Experience

Experience

• Required

  1 years:

  Conference Service Experience

• Required

  1 years:

  Customer Service Experience

• Required

  1 years:

  Opera PMS Experience

• Required

  1 years:

  Sales & Catering Experience in Delphi

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.