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Sales and Guest Coordinator

Posted March 8, 2023

Homewood Suites by Hilton Portland Airport
Portland, OR
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About This Job

Job Description

Hotel Name: Homewood Suites Portland Airport

Position Title: Sales and Guest Relations Coordinator (Full time)

Reports to: Area DOS

Date Posted

The Sales and Guest Relations Coordinator primary role is to perform general office duties to support the Area Director of Sales and General Manager e.g. making room reservations (individual and group), covering the front desk, partake in the Wednesday evening socials, filing, sending emails, typing, faxing, copying, loading group blocks on OnQ while maintaining company profiles and prospecting for new accounts.

Should assist in selling guestrooms via site inspections, tele-prospecting and research as directed by the Area Director of Sales. Also provide high-level administrative support by preparing statistical reports, collecting and processing sensitive data, performing operation duties, resolving guest issues and also perform hotel clerical functions.

Sales And Guest Relations Coordinator Duties And Responsibilities

  • Answer telephone and respond to caller inquiries in a pleasant manner.
  • Answer client / bookers questions about property facilities/services (e.g., hours of operation, rates and room types, packages and promotions, etc)
  • Serve as the onsite point of contact for clients and communicate with them by phone and email to respond to questions and requests.
  • Responsible for coordinating internally with the operations team for any incoming groups e.g. distributing of group resumes.
  • Generates and distributes reports e.g. Future Rooms Sold, Reservation Quality Control Report, GRC, Arrivals Report, No Shows and Cancellation Reports etc.
  • Prepare sales-related documents throughout the sales process (e.g., proposals, contracts with guidance from the Area DOS)
  • Gather materials and assemble information packages (e.g. brochures, promotional materials, sales demo kit, welcome kit, souvenir etc.).
  • Conduct research and collect data to prepare reports and documents e.g. List of future large events in the area, scouring the Portland Business Journal for new businesses moving in, etc.
  • Record, transcribe and distribute minutes of meetings/huddles as needed.
  • Meets with clients in the absence of the Director of Sales or Sales Managers to effectively and professionally convey details of the sale to the client.
  • Perform hotel site tours with potential clients as needed.
  • Acts as a Lobby Ambassador and attend the Evening Social every Wednesday between 5-7pm.
  • Prepares Welcome Amenities for prospective clients and VIPs.
  • Assists the operations team by doing front desk coverage as needed.
  • Participates in the weekly huddle as a sales representative and record, transcribe and distribute meeting minutes as needed.
  • Attends the weekly PDXPA Cadence call with Corp DOS, Area DOS and General Manager.
  • Assist and coordinate with the general manager in any employee appreciation events onsite.
  • Utilizes efficient sales strategy for the maximization of hotel revenue.
  • Other duties as assigned by the Area Director of Sales
  • Provide operational support as assigned by the General Manager.


  • Speak with others using clear and professional language.
  • Prepare and review written documents accurately and completely.
  • Working knowledge of standard office administrative practices and procedures.
  • Excellent customer service skills.
  • Able to effectively communicate in English, in both written and oral forms.
  • Be friendly, customer centric, smile and able to work in a team environment.

    Education: Diploma or degree in business management, Good computer skills; proficient in the use of Microsoft Office (Word, Excel, Powerpoint, Access) Delphi and OnQ.


    Two or more years of experience working in a hotel,clerical or sales. Previous experience working in a similar role.

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    About this Employer

    Homewood Suites by Hilton Portland Airport

    11936 NE Glenn Widing Drive
    Portland, OR 97220

    (503) 262-8888

    A Welcoming Portland Hotel with All the Comforts of Home

    Welcome to Homewood Suites by Hilton™ Portland Airport, tucked in a peaceful area just 2 miles from the airport and close to corporate offices and medical centers. Enjoy quick access to I-205, Cascade Station shops and dining, the Oregon Convention Center and Downtown Portland. We offer complimentary shuttle service for the airport (4:00 am to 1:00 am daily) and within 3 miles of the hotel.

    All of our suites have a living area, full kitchen, work desk, and a bathroom with separate vanity area. Connect devices to free WiFi and kick back on the sofa watching TV. Customizing your stay is easy with a choice of studio, one- and two-bedroom suites.

    Start mornings right with a free hot full breakfast and join us Monday-Thursday for a complimentary evening social*. Our indoor pool, fitness center and outdoor lounge area are great places to recharge after a busy day, and our business center and Suite Shop® are open 24 hours for your convenience.