The Sales & Events Coordinator supports the Sales and Marketing Department by assisting with sales activities, responding to inquiries, preparing proposals, and facilitating bookings for meetings and events. The role also coordinates group and event servicing functions, including managing room blocks, updating bookings, and ensuring seamless event execution. This position serves as a point of contact for client services and accommodation, and supports the planning and execution of group and event programs.

Responsibilities

Manage all incoming sales leads in the CRM.
Check inquiries for duplicate accounts and keep records accurate.
Route leads to the appropriate Sales Manager for follow-up.
Maintain booking documents and share urgent details with the assigned Sales Manager.
Keep account, contact, and booking records current.
Update bookings and opportunities based on client and sales team direction.
Prepare, merge, and distribute contracts and sales-related documents for Sales Manager review and approval.
Send approved contracts, deposit requests, W-9 forms, and other required documents to clients in a timely manner.
Organize and maintain booking files, client correspondence, and supporting documentation in accordance with hotel standards.
Track contract status and support timely follow-up on outstanding agreements to keep bookings moving forward.
Update bookings with room block details, revenue, inventory, guest counts, inclusions, and deposits.
Create and manage room blocks based on inventory and business needs.
Enter confirmed events and milestones into calendars, traces, and CRM systems.
Generate pickup reports and monitor rooming lists as needed.
Create reminders and traces for client follow-up and sales opportunities.
Monitor group deposits and payments in Sertifi, Opera, and related systems.
Coordinate with Finance to ensure deposits are collected and posted accurately.
Audit booking records, deposit schedules, and documentation for accuracy and compliance.
Coordinate Hilton Honors point posting when applicable.
Communicate tentative, contracted, and definite bookings to hotel leadership and operational departments.
Establish and maintain proper charge routing instructions (Room & Tax, Incidentals, Parking, Porterage, F&B, AV – PM/IPO posting)
Coordinate with department leaders to verify all systems, billing instructions, and operational details are correctly established prior to arrival and to ensure seamless event execution.

Requirements

Is self-directed, motivated and demonstrates intuitive customer service and interpersonal skills.
Effectively communicates with internal and external customers, with a high level of patience, tact, and diplomacy.
Communicates clearly, concisely, and openly in all interactions.
Have exceptional attention to detail, organizational, analytical and time management skills.
Multi-tasks and prioritizes in a fast-paced work environment.
Exercises sound judgment evaluates situations and utilizes appropriate and creative resources to solve problems.
Bachelor’s degree or certification in sales, business administration, or related field.
Able to work independently and as part of a team.

Nice to have

Technologically savvy, with a working knowledge of Microsoft Office, Delphi, and Opera Cloud preferred.
2-4 years’ administrative support experience in hospitality, entertainment and/or public relations is preferred.

Benefits

Tiered Medical Plans- Cigna or Kaiser
Chiropractic & Acupuncture included
Long Term Disability
Tiered PPO Dental Plans
Voluntary Supplemental Medical Plans
Vision Plan
Paid Holidays
Employee Assistance Program
· PTO & Sick Pay
· Flexible Spending Account
· 401(k) Match
· Life & AD&D Insurance
· Pre-Tax Commuter & Parking
EOS Employee Rates plus 50% off F&B and Retail
Employee Job Referral Program
Employee Recognition Programs and Appreciation Events