Job Summary

The Sales Coordinator provides critical administrative and operational support to the Sales and Events departments. Reporting directly to the Director of Sales & Marketing, this role ensures the seamless execution of departmental objectives while adhering to company standards. The ideal candidate is a proactive communicator who thrives in a fast-paced environment and serves as a vital link between clients and hotel operations.

Essential Job Functions

This description is a summary of primary responsibilities. Driftwood Hospitality Management operates 24/7; therefore, operational demands may require variations in shift days, starting times, and total hours worked.

Administrative Support & Departmental Operations

• Team Assistance: Provide comprehensive administrative support to the Sales & Catering teams, including drafting correspondence, preparing reports, and assisting with reservations.

• Inquiry Management: Provide professional telephone and message support, responding to all internal and external inquiries in a timely, clear, and pleasant manner.

• Information Management: Maintain accurate guest profiles, contact logs, and essential records within the Sales & Catering database.

• Inventory Control: Manage the ordering of office supplies and collateral inventory for the Sales, Catering, and Executive offices.

Sales & Contract Coordination

• Documentation: Assist managers with the preparation of contracts, proposals, and addendums, diligently tracking completion status and deadlines.

• Client Liaison: Act as the primary point of contact for clients in the absence of Sales or Catering Managers. Qualify booking inquiries via phone and prepare the necessary paperwork.

• Group Logistics: Block group and meeting space specifications, ensuring all data is accurately captured and entered into the reservation system.

• Financial Coordination: Partner with Sales, Catering, and Accounting to schedule, collect, and ensure the on-time delivery of group deposits.

Guest Experience & Event Execution

• VIP Handling: Manage reservations for VIP guests and corporate clients, ensuring all special arrangements, upgrades, and amenities are executed flawlessly.

• BEO Preparation: Assist the team in preparing Banquet Event Orders (BEOs) and distribute them internally to relevant departments.

• Group Resumes: Prepare detailed, high-quality Group Resumes to proactively communicate pertinent group information to the entire hotel team.

Cross-Departmental Collaboration

• Communication: Coordinate with all hotel departments through clear verbal and written instructions to ensure prompt attention to time-sensitive requests.

• Front Office Support: Assist the Front Office, General Manager, and Sales team with travel agent and corporate reservation requests.

• Problem Solving: Exercise sound judgment and decision-making skills to direct internal and external requests to the appropriate stakeholders.

Qualifications

Qualifications

• High school diploma or equivalent; degree in Hospitality or Business preferred.

• Prior experience in a hotel Sales or Front Office environment is highly desirable.

• Proficiency in Microsoft Office Suite and hotel property management systems (PMS) or CRM tools.

• Excellent organizational skills with the ability to manage multiple projects simultaneously.

• Strong interpersonal skills and a professional demeanor.

Knowledge, Skills & Abilities

Driftwood Hospitality Management may consider an equivalent combination of education and experience that provides the following competencies:

• Education: High School Diploma required; Bachelor’s degree preferred.

• Experience: 1–2 years of administrative support experience; prior hotel front desk or hospitality experience is strongly preferred.

• Customer Service: Must be self-directed and motivated, demonstrating intuitive customer service and strong interpersonal skills.

• Diplomacy: Ability to interact effectively with internal and external customers while maintaining high levels of patience, tact, and diplomacy.

• Communication: Communicates clearly, concisely, and openly in all verbal and written interactions.

• Organization: Exceptional attention to detail with robust organizational, analytical, and time-management skills.

• Adaptability: Proven ability to multi-task and prioritize effectively within a fast-paced work environment.

• Problem Solving: Exercises sound judgment; evaluates complex situations and utilizes creative resources to solve problems.

• Technical Proficiency: Technologically savvy with working knowledge of Microsoft Office, CI/TY, PMS, and MARSHA.

Physical Demands

• Sedentary Work: Prolonged periods of sitting at a desk and working on a computer.

• Lifting: Must be able to lift up to 15 pounds occasionally.