Sales Coordinator

Sales & Catering Coordinator

Under the general guidance of the Director of Sales & Marketing, the Sales & Catering Coordinator is responsible for providing administrative and sales support to the Sales & Catering team to ensure the smooth operation of the department and the successful execution of group and event bookings. The Sales & Catering Coordinator assists in coordinating client communications, preparing proposals and contracts, managing sales systems, and supporting follow-up efforts to maximize revenue opportunities. This role plays a key part in maintaining strong client relationships, ensuring timely responses, and helping the sales team meet and exceed business goals.

Key Responsibilities

• Track incoming leads and inquiries; ensure timely responses and proper documentation of client communications.
• Help maintain relationships with existing and prospective clients through courteous, prompt, and professional service.
• Coordinate communication between clients and internal departments to ensure smooth planning and execution of events and group bookings.
• Assist in preparing sales kits, marketing collateral, proposals, menus, and client correspondence (emails, letters, packets).
• Support the team in organizing site inspections, familiarization trips, and client meetings.
• Handle individual reservations for VIP corporate and consortia clients. Ensure that all arrangements, including upgrades, amenities, payment processing and special requests are handled properly.
• Assist with event execution including walking meeting rooms to ensure set is accurate, greeting meeting planners in meeting rooms on event days, and communicating requests to appropriate department for execution.
• Coordinate with the Operations and Events teams to distribute Banquet Event Orders (BEOs) and floor plans and ensure event logistics are confirmed.
• Participate in weekly sales and operations meetings to review upcoming events, client expectations, and special requirements.
• Assist with compiling sales reports, revenue tracking, and budget documentation as needed.

Qualifications

Minimum one year of local sales, special events and customer service experience, preferably in an upscale or lifestyle brand hotel.

Ability to juggle multiple tasks & projects with superb accuracy in a fast-paced environment.

Maintain positive and productive working relationships with other employees and departments. Ability to work independently and to partner with others to promote an environment of teamwork.

Excellent verbal and written communication skills. Proficient in Microsoft Office Suite (Word, Excel, Outlook) and Delphi. High attention to detail and commitment to service excellence.

HEI Hotels and Resorts is committed to providing a comprehensive benefit program that offers you choices for your physical, mental and financial wellness, creating value in your most important investment - you! For your physical and mental wellness we offer competitive Medical and Dental programs through Anthem Blue Cross Blue Shield as well as Vision insurance programs through EyeMed. Our Vacation, Sick and Holiday programs are available for you to rejuvenate with time off. HEI also provides pet insurance through the ASPCA. For your financial wellness, HEI provides a wide array of coverage, including Supplemental, Spousal and Child Life insurance as well as Short and Long-Term Disability plans. Our 401(k) Savings Plan with matching funds, and discounts through our 'YouDecide' and Hotel Room Discount programs provide additional incentives for choosing HEI as the employer of your future. Specific details and eligibility of these programs vary by location and employment status.

HEI Hotels and Resorts is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.