Sales Coordinator

Sales Coordinator

The Ontario Airport Hotel & Conference Center is under new ownership and is currently undergoing a full renovation to transform our 309-room property into a premier destination for travelers. The hotel operates under Hyatt affiliation and will soon be rebranded as Hyatt Regency.

We are seeking a dynamic and results-oriented Sales Coordinator who consistently demonstrates exceptional customer service, maintains a positive and professional demeanor, and fosters collaborative relationships with their team and hotel colleagues.

This position provides administrative and operational support to a team of Sales Managers. The ideal candidate is friendly, adaptable, detail-oriented, and able to quickly learn new systems and processes. They must be comfortable multitasking, managing competing priorities, and completing assignments accurately and on time.

Primary Job Responsibilities

Site Visit & Client Experience Coordination

• Coordinate all logistical aspects of site visits including room blocks, meeting room setups, transportation, amenities, welcome notes, dining arrangements, and vendor coordination—both on property and at model rooms (off-site).
• Create comprehensive site itineraries, confirming all timing, touchpoints, and expectations with relevant departments.
• Perform pre-site walkthroughs to ensure setups, cleanliness, brand standards, and operational readiness.
• Proactively troubleshoot potential issues and communicate with Sales Managers and operational teams.
• Support VIP arrivals and serve as an on-site concierge resource when needed.

Sales Administrative Support

• Prepare proposals, contracts, presentations, reports, and other documentation to support Sales Managers.
• Draft thank-you letters, confirmation materials, and other client communications to ensure consistent follow-up.
• Effectively track and follow up on proposals, contracts, appointments, and assigned sales tasks.

CRM & Data Management

• Input new leads and maintain accurate customer data within sales systems (e.g., Envision).
• Manage and organize digital and physical sales files.
• Ensure timely entry of leads, activities, and updates within the CRM system.

Department Coordination

• Answer incoming inquiry calls, qualify leads, and direct them to the appropriate Sales Manager.
• Collaborate with Operations, Events/Convention Services, and other departments to ensure accuracy and consistent execution of client requirements.
• Attend departmental meetings to stay informed on upcoming groups, site visits, and operational updates.
• Assist with the preparation of Banquet Event Orders (BEOs) and materials for weekly meetings.
• Attend weekly revenue meetings as needed.

Additional Responsibilities: Please note that this job description is not intended to provide an exhaustive list of duties or responsibilities.

Qualifications

• Degree or diploma in Hospitality, Tourism Management, Business Administration, or a related field preferred.
• 1–2 years of experience in hotel operations, sales administration, or a related hospitality role.
• Strong administrative, organizational, and multitasking abilities with high attention to detail.
• Excellent communication, customer service, and interpersonal skills.
• Ability to establish professional relationships and maintain confidentiality.
• Ability to work independently while managing multiple priorities in a fast-paced environment.

Hyatt systems knowledge preferred, including:

• Envision
• Opera
• Reserve

Additional Information

Work Location: This role is strictly in-office, and remote work options are not available at this time.

Availability: The hotel operates 24 hours a day, 7 days a week, and schedules may vary based on business needs.

Why Join Us? At the Ontario Airport Hotel & Conference Center, we take pride in creating exceptional guest experiences and fostering a team culture where professionalism, hospitality, and personal connections thrive. As a Night Audit Agent, you'll be at the forefront of our guest journey—offering a warm welcome, assisting with their needs, and setting the tone for a memorable stay. Be part of a reimagined hospitality experience where your service leaves a lasting impression from the very first interaction.

Our team is built on three core values: we're trustworthy, approachable, and just the right amount of visionary. That means you can count on us, feel comfortable being yourself, and get excited about where we're headed together. It's more than just a job—it's a place where great people and bold ideas come together.

Manhattan Hospitality Advisors is committed to equal employment opportunity. We provide equal opportunities to all qualified applicants regardless of race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status, or any other characteristic protected by law.