What are the responsibilities and job description for the Hotel Sales Coordinator position at The Broadway Columbia, a DoubleTree by Hilton?
Job Summary
The Hotel Sales Coordinator provides essential administrative and operational support to the Sales and Catering teams. This role focuses on coordinating group and event details, entering rooming lists, creating event signage/materials, and ensuring smooth communication between clients and internal departments. The ideal candidate is highly organized, detail-oriented, and committed to delivering exceptional service experiences.
Key Responsibilities
Administrative Support
- Enter group rooming lists, reservations, and block details in the property management system.
- Maintain accurate client and event files, including contracts, banquet event orders (BEOs), and other supporting documents.
- Coordinate and distribute internal communications (e.g., function sheets, weekly meeting notes, etc.) to relevant departments.
Event & Group Coordination
- Assist Catering and Sales Managers in finalizing menu selections, room layouts, and event timelines.
- Prepare event materials, such as banquet menus, name badges, and place cards, according to event specifications.
- Create and distribute signage, welcome letters, and collateral for group events and functions.
- Follow up on client details (e.g., dietary restrictions, audiovisual requirements) to ensure all needs are met.
Client Service & Communication
- Serve as a point of contact for incoming client inquiries, directing them appropriately or answering basic questions.
- Support Catering and Group Sales managers with proposal preparation and information gathering.
- Communicate with other hotel departments (e.g., Front Desk, Housekeeping, Food & Beverage) to ensure seamless coordination and service delivery for group bookings and events.
Sales & Marketing Support
- Input sales leads into the system and assist in lead tracking, ensuring timely follow-up by the Sales Managers.
- Update and maintain client databases, email lists, and sales reports as needed.
- Assist with creating or updating promotional materials, brochures, and presentations for events and groups.
Reporting & Recordkeeping
- Generate reports on group blocks, pickup, event revenue, and other sales metrics as required.
- Maintain and update records in the sales and catering systems, ensuring data integrity and accuracy.
General Duties
- Monitor office supplies for the Sales and Catering teams; submit supply orders when needed.
- Assist with special projects or tasks, as assigned by the Director of Sales or Catering Manager.
- Adhere to all hotel brand standards, departmental policies, and safety regulations.
Job Type: Full-time
Pay: $17.00 - $17.50 per hour
Benefits:
- Dental insurance
- Employee discount
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
Compensation Package:
- Bonus opportunities
- Signing bonus
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Work Location: In person
Salary : $17 - $18
