Sales & Guest Service Coordinator

Sales & Coordination Responsibilities 

• Assist the sales team in preparing proposals, contracts, BEOs, and other sales-related documents.
• Enter and maintain group bookings and event space in the property's Sales & Catering system. 

• Create and maintain master SRPs, rate codes, group information, and other sales-related tasks. 

• Create, update, and maintain accurate sales and catering files. 

• Maintain appropriate phone coverage and respond to sales inquiries as directed by the Director of Sales & Marketing. 

• Produce accurate and timely reports for the Director of Sales & Marketing, sales team, and senior management. 

• Assist with walk-in and scheduled tours for social, corporate, and group business opportunities when needed. 

• Assist with promotional flyers, marketing materials, and digital assets. 

• Prepare sales and catering materials, including name badges, tent cards, menus, menu cards, and other collateral. 

• Assist in maintaining the BEO book and daily change log. 

• Inspect guest rooms and meeting spaces to ensure they are prepared for site tours and client meetings. 

• Prepare and distribute daily site tour information. 

• Assist the Sales & Banquet teams with meeting room setup and guest needs as needed. 

• Maintain a professional, creative, and positive attitude when interacting with internal and external customers. 

• Assist with special projects and other duties assigned by the Director of Sales & Marketing. 

Front Office & Guest Services Responsibilities 

• Welcome arriving guests and complete the hotel’s arrival and check-in experience while ensuring special requests are addressed. 

• Engage with guests to build rapport, understand their expectations, and identify opportunities to enhance their stay. 

• Provide professional and timely service to guests by phone, email, and in person. 

• Promote hotel loyalty programs, special packages, upgrades, and other services when appropriate. 

• Communicate effectively with housekeeping, maintenance, sales, management, and other hotel departments to ensure guest needs are met. 

• Listen to guest concerns, demonstrate empathy, and work toward timely and appropriate resolutions. 

• Solicit guest feedback and take action to improve the guest experience. 

• Maintain professionalism consistent with hotel brand and company standards. 

• Understand and communicate hotel emergency procedures and assist guests during emergency situations. 

• Utilize hotel communication logs and verbal or electronic communication to share important information with fellow associates and supervisors. 

• Maintain the security and balance of the house bank, when applicable, and accurately record all transactions. 

• Assist with reservations, guest requests, room assignments, and other Front Office functions as needed. 

• Identify opportunities to promote hotel services, upgrades, and additional revenue while providing excellent guest service. 

• Maintain a clean, organized, and professional Front Office environment. 

• Support other hotel departments and responsibilities as needed based on business levels and staffing. 

• High School Diploma or equivalent required.

• Previous customer service experience required; hospitality, hotel, sales, or related experience preferred. 

• Previous sales, catering, or administrative experience is a plus. 

• Interest in developing a career in hotel sales and hospitality. 

• Excellent verbal and written communication skills. 

• Strong interpersonal and customer service skills. 

• Ability to effectively communicate with a variety of personalities and situations. 

• Strong organizational and time management skills. 

• Ability to prioritize multiple tasks and meet deadlines. 

• High degree of accuracy and attention to detail. 

• Ability to work independently while also being an effective team member. 

• Intermediate proficiency with Microsoft Office 365. 

• Ability and willingness to learn hotel operating and sales systems.
  
• Ability to stand, walk, and work at a desk/computer for extended periods of time. 

• Ability to frequently move throughout the hotel during the workday. 

• Ability to lift, lower, and maneuver up to 30 pounds occasionally. 

• Ability to work a flexible schedule, including weekends and holidays, based on hotel business needs.