Executive Meeting Coordinator

Sales Coordinator Job Description

Scope

Coordinates the sale and guest interaction with the booking of hotel guestrooms, catering

services, and banquet facilities as directed by the Director of Sales, or Sales Manager. Acts as the central hub between the sales team, the operations staff, and the clients.

Primary responsibilities

• Responds quickly to guest requests in a friendly manner. Follow up to ensure guest

satisfaction.

• Conducts tours, answers questions for walk-in and call-in customers directing them

to other sales staff members if appropriate.

• Maintains a professional image at all times through conduct, appearance and dress
• Execute and support the operational aspects of business booked (e.g. generating

BEO's, group resumes, proposals, writing contracts, customer correspondence, etc.)

• Serve as the main point of contact for clients after the initial sale to ensure all details meet their expectations
• Be present to greet clients at least 30 minutes prior to the start of meeting/events
• Conducts weekly BEO and Resume meetings with hotel operations & sales

staff

• Finalize groups and events in a timely manner as established by hotel management. This includes final billing, guest room pickup and commissions due
• Meets with planners after their event to discuss success of event, deficiencies, etc.

and to re-book business

• Meets with F&B staff regularly to review upcoming meeting & catering needs
• Work closely with all hotel departments by communicating and coordinating all sales information & event details including banquet event orders, resumes, rooming lists, etc. to ensure seamless execution
• Attend and participate in daily stand up and/weekly Sales Meetings as well as training seminars and other meetings as requested by management
• Drive customer loyalty through excellent customer service throughout the sales

process. Serve the customer by understanding their needs and recommending appropriate solutions and services that best meet their requirements

• Build and strengthen relationships with existing and new customers to enable future bookings
• Establish and maintain close contact with top accounts, and target accounts, through appointments, phone calls, site tours, and correspondence
• Qualify leads and prospects gained from cold calls, sales blitzes, and other sources
• Ensure business booked is within the hotel's goals. Close the best opportunities for

the hotel based on market conditions and hotel property needs

• Effectively resolve guest issues that arise as a result of the sales process
• Establish clear expectations for stakeholders and guests throughout the sales
• process
• Participate and engage in employee functions and guest events
• Documents all sales activities into Delphi in a timely and accurate manner
• Initiate process improvements and best practices for efficiencies
• Provides administrative support to the Sales team/office
• Note: Other duties as assigned by supervisor or management

Essential Skills

Organization: High level of detail orientation to manage multiple event files simultaneously.

Communication: Strong written and verbal skills for professional correspondence with corporate clients.

Technical Proficiency: Familiarity with Hotel Management Systems (PMS) or Sales CRM software (like Delphi or Opera).

Problem Solving: Ability to handle last-minute changes to banquet orders, guestroom requirements, and guest issues efficiently.