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Sales and Events Coordinator

Posted September 6, 2021

Hampton Inn & Suites Albany Downtown
Albany, NY
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About This Job

Banyan Tree Management is a Florida-based hotel management and development company that has been named multiple times to Inc's list of fastest growing private companies in the United States. We currently have 23 properties in our management portfolio and offer a dynamic work environment with avenues for professional and personal growth. We strive to create a positive work environment where team members feel like they are part of family, receive a high level of respect, and are recognized for their merits and accomplishments.

We are seeking an individual who embodies the core values that are integral to our success:

  • Transparent & Accountable
  • Humble, Respectful & Dedicated
  • Embrace Opportunity
  • Create Value for Shareholders
  • Family Matters


Perform general office duties to support all Sales, Events & Marketing (e.g., filing, sending emails, typing, faxing, copying). Prepare sales-related documents throughout the sales process (e.g., proposals, contracts, or banquet event orders). Promote awareness of brand image internally and externally. Gather materials and assemble information packages (e.g., brochures, promotional materials). Use sales techniques that maximize revenue while maintaining existing guest loyalty to Hilton. Enter, retrieve, reconcile, and verify information (e.g., commissions, leads, third parties) in software involved in the sales process. Answer guest questions about property facilities/services (e.g., hours of operation, rates and room types, packages, promotions, entertainment, restaurants, special events). Serve as the point of contact for clients and communicate with them by phone and email to respond to questions and requests.

Follow all company policies and procedures; ensure uniform and personal appearance are clean and professional; maintain the confidentiality of proprietary information; protect company assets. Welcome and acknowledge all guests according to company standards; anticipate and address guests' service needs; thank guests with genuine appreciation. Speak with others using clear and professional language; prepare and review written documents accurately and completely; answer telephones using appropriate etiquette. Develop and maintain positive working relationships with others; support team to reach common goals; listen and respond appropriately to the concerns of other employees. Comply with quality assurance expectations and standards. Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance. Perform other reasonable job duties as requested by Supervisors.

Essential Functions

  • Answer sales office phones promptly.
  • Work closely with the Director of Sales, entering and maintaining events, group rooming lists, group blocks, and billing instructions.
  • Respond to all sales inquiries accurately, timely, and in a professional manner.
  • Compose correspondences, reports, and necessary forms, i.e., contracts, and prepare proposals or other letters as directed.
  • Meet client needs through attending client meetings and responding to client concerns, questions, and problems.
  • Follow up with clients through final billing, thank you letters, post-event service evaluations, and lead hand-offs.
  • Conduct walk-in tours
  • Build relationships with all area venues that generate demand in the marketplace.
  • Maintain accurate, organized, well-documented, and up-to-date files to serve client and employer in the most suitable, organized, and knowledgeable manner.
  • Assist with social media content strategy for Facebook, Instagram, and Linkedin.
  • Develop strong customer relationships through appropriate communication and professional, courteous, and ethical interpersonal interaction.
  • Work with DOS to achieve required sales team goals.
  • Keep consistent knowledge of the hotel's rates, strategies, discounts, and promotions.
  • Assist with completing any required sales reports and market analysis.
  • Represent the hotel with the highest level of integrity and professionalism, a service-focused approach, and a caring, sincere attitude at all times.
  • Exhibit a positive and involved- team attitude to all hotel departments and maintain open communication with all departments for the best overall performance of the hotel.
  • Display a neat, clean, and business-like appearance at all times. Comply with dress policy and standards.
  • Actively work with CVB, meeting broker, and hotel planner to secure bookings from the lead sites.
  • Enters group blocks into the operating system
  • Creates posting master billing and processes payments.

Education, Experience, Other Requirements

  • Minimum of a High School diploma; BS/BA is preferred or 1+ years of sales/event experience
  • Requires highly developed customer service skills
  • Prior hotel/hospitality experience a plus
  • Technical aptitude and proficiency with computer software and programs
  • Strong written and verbal communication skills

EEO Statement

Employment and job discrimination is prohibited by several federal and state laws including, but not limited to, Title V11, EPA, ADEA, and ADA. These laws prohibit employment discrimination based on race, color, sex, religion, national origin, age, disability, marital status, veteran status, or any other characteristic protected by law.

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About this Employer

Hampton Inn & Suites Albany Downtown

25 Chapel Street
Albany, NY 12210

(518) 432-7000

165 Room Hotel

At A Glance

Welcome to Hampton Inn & Suites Albany-Downtown. Corporate travelers can experience easy access to the New York State Capitol, state and federal offices, and many banks are only blocks from our Albany hotel.

Enjoy exhibits at the Albany Institute of History and Art or take a walking tour of the buildings, monuments and art collections in the Empire State Plaza. For a different perspective, the Hudson River offers several watersport options. Washington Park is a haven for outdoor recreation such as jogging, fishing, bird watching and picnicking. View the statues or enjoy a concert at the Lakehouse amphitheater.

Browse the boutiques and specialty stores along Lark Street. The Theatre Arts District is also within easy walking distance of our downtown Albany hotel. Attend a sporting or performing arts event at the Times Union Center. The State University of New York at Albany, Siena College, and Rensselaer Polytechnic Institute are within easy driving distance.

Reserve one of our 165 guest rooms and suites featuring king- or queen-sized beds. Suites provide a separate bedroom, kitchen or wet bar, with amenities such as a sofa bed, whirlpool tub, 42-inch HDTV, mini-refrigerator, and microwave. Connect to free WiFi access to surf the web or check email. Get some work done at the large desk or set up your laptop on the convenient lap desk. Enjoy over 70 premium cable channels and get a great night’s sleep in a clean and fresh Hampton bed®.