Sales & Rooms Coordinator

Job Description

In this hybrid Sales & Rooms Coordinator role, you will support both the Sales team and the Front Office by serving as a key connector between clients, internal departments, and hotel operations. You'll manage inquiries, reservations, communication flow, and essential administrative functions that ensure accurate information, seamless group movement, and elevated guest experiences. Your work ensures the details are correct, the guest journey feels effortless, and the team stays informed and aligned.

FLSA Status

Job Responsibilities

Sales

• Serve as a first point of contact for client inquiries.
• Support the Director of Sales and Sales Managers by keeping account details, event notes, and follow-ups organized and accurate.
• Manage incoming calls and emails for the Sales team, ensuring all requests are documented and answered promptly.
• Maintain up-to-date client information in sales and catering systems, with a focus on accuracy and completeness.
• Prepare and distribute key sales materials, including booking reports, group pickup summaries, and weekly meeting schedules.
• Partner closely with Banquets, Front Office, and F&B to ensure seamless group arrivals, standout events, and VIP guest moments.
• Assist with post-event follow-up, billing accuracy, and ongoing client communication to strengthen relationships.

Rooms & Reservations

• Oversee individual and group reservations, ensuring rooming lists, billing details, and special requests are handled with care.
• Act as the main contact for group housing, coordinating pre-arrival needs and preparing for VIP arrivals.
• Respond to reservation inquiries via phone and email with sound judgment and guest-centric solutions.
• Work collaboratively with Housekeeping, F&B, and Front Office to prepare for all group and transient arrivals.
• Demonstrate strong knowledge of hotel systems to maintain accurate guest profiles, preferences, and communication logs.
• Monitor same-day arrivals and ensure VIPs or special-attention guests receive proper recognition.

Cross-Functional & Administrative Duties

• Maintain organized departmental files, systems, and reporting tools for both Sales and the Front Office.
• Participate in daily meetings to share updates on groups, VIPs, and operational needs.
• Support leadership with continuous improvement efforts and guest-experience initiatives.
• Flex seamlessly between the Sales Coordinator and Rooms Coordinator roles, fully supporting whichever area needs coverage.

Job Qualifications

• Appropriate college degree, and one year of related experience in hotel sales
• Strong verbal and written communication skills
• Significant attention to detail
• Computer skills required - experience with hotel information systems preferred
• Ability to work nights, weekends and holidays as required

Equal Opportunity Employment Statement

About Main & Vine (Lexington, Ky)

Based in Lexington, Kentucky, Main & Vine Hospitality Management Group partners with hotel and restaurant owners who value relationships as much as results. Named for the hotel situated between Main and Vine Streets, where our founder's career began, our company is defined by a personal connection to place. We pair this perspective with a hands-on approach and a century of shared expertise, delivering the practical systems and leadership necessary for owners, teams, and properties to reach their full potential.