Sales & Service Coordinator

The Sales Coordinator provides essential administrative, operational, and organizational support to the Sales & Marketing Department to ensure the successful execution of group business, corporate accounts, meetings, and catered events. This position works closely with the Director of Sales, Catering Sales Manager, and hotel operations team to maintain accurate sales records, coordinate reservations and events, communicate client requirements, and support revenue-generating initiatives. The ideal candidate demonstrates exceptional organizational skills, attention to detail, professionalism, time management, and a commitment to delivering outstanding guest and client experiences while upholding the service standards of Dreamscape Hospitality and Marriott International.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Sales Administration & Department Support

• Provide daily administrative support to the Director of Sales and Catering Sales Manager.
• Maintain accurate and organized sales files, contracts, correspondence, and client records.
• Ensure the department's booking document is updated daily with current and accurate information.
• Prepare sales correspondence, proposals, contracts, reports, and other documentation as directed.
• Assist with tracking sales activities, upcoming business, definite bookings, and tentative opportunities.
• Maintain professional and timely communication with clients, vendors, and internal departments.
• Complete assigned tasks within established deadlines and communicate any obstacles proactively.

2. Group Reservations & Room Block Management

• Assist with entering, maintaining, and monitoring group room blocks in the property management system.
• Ensure group reservations, rooming lists, arrival and departure dates, and special requests are accurately documented.
• Coordinate group booking details with the Front Office and Revenue Management teams.
• Monitor group pickup, cutoff dates, cancellations, and room block adjustments.
• Communicate changes affecting group inventory or guest accommodations to appropriate management.
• Assist in preparing group arrival information to ensure a seamless guest experience.
• Never modify confirmed guest accommodations without following established approval and guest communication procedures.

3. Event & Catering Coordination

• Assist the Catering Sales Manager with administrative preparation and coordination of meetings, banquets, and catered events.
• Prepare, distribute, and maintain accurate Banquet Event Orders (BEOs).
• Ensure the BEO binder is current and reflects the most recent approved event details.
• Communicate event requirements, changes, and special requests to Food & Beverage, Banquets, Front Office, Housekeeping, and Engineering as appropriate.
• Assist with preparing event signage, meeting materials, diagrams, and other documentation.
• Support pre-event communication and follow-up to promote successful event execution.
• Ensure event details are properly documented and communicated before the scheduled function.

4. Sales Systems & Data Accuracy

• Maintain accurate and timely information within Delphi, STAY PMS, and other approved hotel sales systems.
• Ensure client profiles, contacts, bookings, group information, and event records are complete and current.
• Update reservation and booking information promptly following approved changes.
• Verify accuracy and consistency of information between sales systems, contracts, and internal documentation.
• Use valid and accurate client contact information in all records; placeholder or generic email addresses must not be used to bypass required information.
• Assist with identifying discrepancies and correcting errors through approved procedures.
• Maintain confidentiality and protect guest, client, and company information.

5. Client Relations & Guest Satisfaction

• Provide courteous, professional, and timely assistance to prospective and existing clients.
• Respond to telephone calls, emails, and client inquiries within established departmental expectations.
• Direct sales opportunities and client concerns to the appropriate manager.
• Follow up on requested information, outstanding documentation, and client needs.
• Assist with coordinating site inspections, client visits, and special arrangements.
• Demonstrate a proactive, solution-oriented approach to client service.
• Support Marriott guest satisfaction standards and Dreamscape Hospitality's commitment to service excellence.

6. Internal Communication & Team Collaboration

• Maintain consistent communication with the Director of Sales regarding departmental priorities, deadlines, and assigned responsibilities.
• Work collaboratively with the Catering Sales Manager while respecting established reporting relationships and approval authority.
• Obtain appropriate management approval for schedule changes, time-off requests, contractual changes, and other matters requiring authorization.
• Communicate important group and event information to affected departments in a timely manner.
• Participate in departmental meetings, training, and operational discussions as required.
• Support hotel-wide operations and assist other departments when reasonably necessary.
• Demonstrate respect for management, supervisors, coworkers, guests, and clients.

7. Financial Accuracy & Reporting

• Assist in maintaining accurate group and event revenue documentation.
• Support the preparation of billing information, deposits, payment schedules, and client account records.
• Coordinate with appropriate departments to ensure billing instructions are accurate and properly communicated.
• Assist in monitoring outstanding contracts, deposits, and other required documentation.
• Report discrepancies, potential revenue losses, or billing concerns to management promptly.
• Support departmental reporting, forecasting, and month-end administrative processes as assigned.

QUALIFICATIONS & REQUIREMENTS

Education & Experience

• High school diploma or equivalent required.
• Previous administrative, sales support, hospitality, or customer service experience preferred.
• Hotel sales, group reservations, or event coordination experience strongly preferred.
• Experience with Marriott systems, Delphi, and hotel property management systems is an advantage.

Knowledge, Skills & Abilities

• Strong written and verbal communication skills.
• Excellent organization, accuracy, and attention to detail.
• Ability to manage multiple assignments and meet deadlines.
• Proficiency in Microsoft Outlook, Word, Excel, and related office applications.
• Ability to learn and effectively utilize hotel sales and reservation systems.
• Strong interpersonal and customer service skills.
• Ability to work independently while following management direction.
• Professional discretion when handling confidential information.
• Ability to prioritize tasks in a fast-paced hotel environment.
• Willingness to accept constructive feedback and demonstrate continuous improvement.

PERFORMANCE EXPECTATIONS

Successful performance in this position will be evaluated through:

• Accuracy and timely maintenance of Delphi, STAY PMS, booking documents, and BEO records.
• Timely completion of assigned administrative responsibilities.
• Quality and professionalism of internal and external communication.
• Accuracy of group reservations and event documentation.
• Responsiveness to client and departmental requests.
• Consistent adherence to established procedures and management approvals.
• Ability to identify concerns and communicate solutions proactively.
• Teamwork, reliability, accountability, and contribution to guest satisfaction.

REPORTING STRUCTURE & AUTHORITY

The Sales Coordinator reports directly to the Director of Sales, who is responsible for departmental oversight, work assignments, scheduling, performance management, and required approvals. The Sales Coordinator works collaboratively with the Catering Sales Manager on assigned catering and event-related responsibilities. This collaboration does not alter the established reporting relationship unless otherwise directed by the General Manager. The position is a support role and does not independently authorize contract terms, negotiated rates, concessions, schedule modifications, or financial commitments without appropriate management approval.

ADDITIONAL RESPONSIBILITIES

The duties outlined above are intended to describe the general nature and level of work performed in this position and are not an exhaustive list of all responsibilities. Additional duties may be assigned based on operational needs, business demands, and management direction. All responsibilities must be performed in accordance with Dreamscape Hospitality policies, Marriott International brand standards, and applicable federal, state, and local laws. 

Join our vibrant team and be part of a company that values growth, innovation, and exceptional service. We offer a supportive work environment, opportunities for professional development, and a competitive benefits package.

PHYSICAL & WORK REQUIREMENTS

• Ability to perform administrative duties involving extended periods of computer use.
• Ability to sit, stand, walk, and move throughout the hotel as necessary.
• Ability to attend site inspections, meetings, and event-related activities.
• Ability to work a flexible schedule when business needs require, consistent with applicable wage and hour requirements.
• Ability to perform the essential functions of the position with or without reasonable accommodation.