Sales & Events Coordinator

Position Overview: The Sales & Events Coordinator supports the Sales and Marketing Department, and the primary responsibility is to support the sales team in generating revenue and driving business growth for the hotel, while also coordinating group and event servicing functions. This involves assisting with the coordination and execution of sales activities, such as responding to inquiries, preparing proposals, facilitating bookings for meetings, events, and serving as a point of contact for all client services and accommodation.

This role also supports the planning and execution of group and event programs, including coordination of event details, documentation, and on-site servicing. Key Responsibilities: Sales & Lead Inquiries Manage all incoming sales leads in the CRM. Check inquiries for duplicate accounts and keep records accurate. Route leads to the appropriate Sales Manager for follow-up. Maintain booking documents and share urgent details with the assigned Sales Manager.

Keep account, contact, and booking records current. Update bookings and opportunities based on client and sales team direction. Contract & Booking Management Prepare, merge, and distribute contracts and sales-related documents for Sales Manager review and approval. Send approved contracts, deposit requests, W-9 forms, and other required documents to clients in a timely manner. Organize and maintain booking files, client correspondence, and supporting documentation in accordance with hotel standards.

Track contract status and support timely follow-up on outstanding agreements to keep bookings moving forward. Group & Event Coordination Update bookings with room block details, revenue, inventory, guest counts, inclusions, and deposits. Create and manage room blocks based on inventory and business needs. Enter confirmed events and milestones into calendars, traces, and CRM systems. Generate pickup reports and monitor rooming lists as needed.

Create reminders and traces for client follow-up and sales opportunities. Financial & Deposit Administration Monitor group deposits and payments in Sertifi, Opera, and related systems. Coordinate with Finance to ensure deposits are collected and posted accurately. Audit booking records, deposit schedules, and documentation for accuracy and compliance. Coordinate Hilton Honors point posting when applicable.

Operational Communication & Event Readiness Communicate tentative, contracted, and definite bookings to hotel leadership and operational departments. Establish and maintain proper charge routing instructions (Room & Tax, Incidentals, Parking, Porterage, F&B, AV – PM/IPO posting) Coordinate with department leaders to verify all systems, billing instructions, and operational details are correctly established prior to arrival and to ensure seamless event execution.

Required Qualifications: Is self-directed, motivated and demonstrates intuitive customer service and interpersonal skills. Effectively communicates with internal and external customers, with a high level of patience, tact, and diplomacy. Communicates clearly, concisely, and openly in all interactions. Have exceptional attention to detail, organizational, analytical and time management skills. Multi-tasks and prioritizes in a fast-paced work environment.

Exercises sound judgment evaluates situations and utilizes appropriate and creative resources to solve problems. Technologically savvy, with a working knowledge of Microsoft Office, Delphi, and Opera Cloud preferred.   Background Requirements: Bachelor’s degree or certification in sales, business administration, or related field. 2-4 years’ administrative support experience in hospitality, entertainment and/or public relations is preferred.

Outstanding customer service skills Able to work independently and as part of a team. Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules (including Holidays an