Full job description

Job Title: Sales Assistant

Department: Sales & Marketing

Reports To: Director of Sales & Marketing

Position Summary

The Sales Coordinator plays a key role in supporting the Sales & Marketing team by ensuring a seamless sales process from initial inquiry through booking and execution. This position is highly focused on group reservations, acting as a critical liaison between clients, the sales team, and internal hotel departments. The ideal candidate is organized, detail-oriented, proactive, and enjoys being part of the deal-closing process—helping turn interest in the destination and hotel into confirmed group business.

Key Responsibilities

Group Sales & Reservations (Primary Focus)

• Create, manage, and maintain group room blocks for conferences, meetings, weddings, and social groups.
• Generate and distribute group booking links, track pickup, and proactively communicate pacing updates to the sales team and clients.
• Monitor cut-off dates, attrition, and contractual obligations to ensure group blocks are managed efficiently and profitably.
• Assist in closing group business by following up with clients to support destination and hotel selection.
• Coordinate with Revenue Management to ensure group rates and availability align with overall hotel strategy.

Sales Support & Coordination

• Support Sales Managers and the Director of Sales & Marketing with proposals, contracts, site visit coordination, and client follow-up.
• Prepare and distribute sales-related documents, including proposals, contracts, resumes, and confirmation letters.
• Track leads, tentative bookings, and definite business in the sales system.
• Act as a point of contact for clients once contracts are signed, ensuring a smooth transition through the booking phase.

Client Communication & Experience

• Serve as a professional and welcoming liaison for group clients, responding to inquiries in a timely and polished manner.
• Assist clients with questions related to rooming lists, booking links, group policies, and deadlines.
• Ensure clear communication between clients and internal departments to support a positive booking experience.

Administrative & Reporting Duties

• Maintain accurate and up-to-date records in the property sales and reservations systems.
• Prepare weekly and monthly reports related to group pickup, pace, and booking activity.
• Assist with forecasting group room revenue and identifying opportunities to improve pickup.