Sales Coordinator

Department: Sales

Reports to: Director of Sales

Status: Exempt

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The Sales Coordinator will assist General Manager, Senior Sales Manager, Catering Sales Manager, and Event Management team in obtaining customer satisfaction by performing clerical and administrative duties relating to guest and hotel communications through the sales team as well as light selling and event detailing duties to small special groups and functions. In addition, also responsible for ensuring that the administrative functions for all Sales, Catering and General Manager are handled.


Primary Requirements and Qualifications:

  • Approach all encounters with guests and employees in a friendly, service-oriented manner.
  • Maintain regular attendance in compliance with Mainsail Lodging and Development standards, as required by scheduling which will vary according to the needs of the hotel.
  • Maintain high standards of personal appearance and grooming, which include wearing the proper uniform.
  • Comply at all times with Mainsail Lodging and Development standards and regulations to encourage safe and efficient hotel operations.
  • Maintain Sales files in an organized fashion and as per specified standards.
  • Assist General Manager and Director of Sales to complete weekly summary
  • Type and process all contracts, proposals, memos and general correspondence for sales/catering staff.
  • Process and distribute all event orders, banquet checks, revisions, guarantees, event reports, group resumes and Daily Event Sheets for the Events Team.
  • Answer phones for sales/catering staff if not picked up by third ring; Record messages as appropriate. Qualify incoming inquiry calls and ensuring all inquiries are dealt with accurately, timely and in a professional manner.
  • Employees must at all times be attentive, friendly, helpful, and courteous to all guests, managers, and fellow employees.
  • Type, process and distribute all RFP’s as directed by Director of Sales.
  • Type sales contracts, BEO’s, correspondence, reports, forms, menus, direct mail pieces, etc., as needed by sales and events team.
  • Assist managers on creative projects including proposals, direct mail pieces, invitations, special events, etc.
  • Maintain timely and effective paper flow and communication within department and to other departments.
  • Maintain flow of sales contracts through proper distribution to client, team, and to appropriate dept. head.
  • Work with Events Team on detailing upcoming functions as needed, obtain guarantees, confirm arrangements, etc.
  • Assist guests and clients with small changes, requests, etc., and completes needed paperwork for Manager.
  • Site inspections for the department as needed including meeting with walk-ins if sales team is unavailable.
  • Enters group leads, builds opportunities and quotes in CI/TY
  • Maintain constant paper flow of thank you letters for groups/functions and distributes accordingly to departments and maintain in files.
  • Monitor/Ordering of office supplies and sales collateral to ensure we are properly stocked at all times with full packets, collateral, supplies and promotional items.
  • Organize in house deliveries, amenities, welcome letters, transportation schedules, etc. as needed.
  • Other items as they relate to the Sales and Marketing effort of the hotel as well as any other items as needed by entire management staff.
  • Coordinate and prepare EO for special events as directly by General Manager or Director of Sales


Career Information

Date Posted:
January 5, 2022

Career Category: