Hotel Sales & Operations Coordinator

The Extended; Bogotá; Remote; COP 28,249,000 - 35,311,000; Full time

Job summary

The Extended, a New York-based boutique luxury hospitality and travel company, seeks a Hotel Sales & Operations Coordinator. The role is full-time, remote from Colombia, with 40 hours weekly and overlap with U.S. Eastern business hours.

You will support hotel sourcing, contract management, and group reservations for weddings, corporate events, and private groups. Ideal candidates have proven hotel reservations and sales coordination experience, exceptional English, and strong organizational

Qualifications

• Exceptional written and spoken English required.
• Outstanding attention to detail, particularly reviewing contracts, rates, dates and financial terms.
• Strong organizational skills and ability to manage multiple projects and deadlines.
• Proficiency in Google Workspace (Gmail, Sheets, Drive).
• Proactive, resourceful, and able to work independently.

Responsibilities

• Coordinate hotel sourcing, rates, availability, proposals, and contracts with hotel teams.
• Draft professional emails and manage ongoing hotel correspondence.
• Follow up on outstanding requests, proposals, and bookings; assist with negotiations.
• Oversee group room blocks, monitor bookings and allocations, and maintain trackers.

Skills

English fluency

Attention to detail

Organizational skills

Google Workspace

Problem solving

Independent work

Tools

Google Sheets

Gmail

Google Drive

Job description

The Extended | Remote – Bogotá, Colombia

Compensation: $800–$1,000 USD/month

Schedule: Full-time, 40 hours per week, with overlap during U.S. Eastern business hours

About The Extended

The Extended is a boutique luxury hospitality and travel company based in New York, specializing in hotel accommodations for weddings, corporate events, and private clients worldwide.

We partner with leading wedding planners, event professionals, and private clients to manage hotel sourcing, group room blocks, contract negotiations, reservations, and ongoing hotel relationships. Our work spans everything from luxury five-star properties to large-scale group accommodations across international destinations.

As our business continues to grow, we're looking for an exceptionally organized, proactive, and detail-oriented Hotel Sales & Operations Coordinator to support our hotel operations and help manage a growing portfolio of group bookings.

This is an opportunity to work closely with the founder of a growing luxury hospitality business and gain exposure to leading international hotel brands and high-end events.

Key Responsibilities

Hotel Sourcing & Communication

• Communicate directly with hotel sales and reservations teams to request group rates, availability, proposals, and contract revisions.
• Draft polished, professional emails and manage ongoing hotel correspondence.
• Proactively follow up on outstanding requests, proposals, contracts, and booking confirmations.
• Assist with hotel comparisons, rate negotiations, and proposal preparation.

Contract Review & Management

• Carefully review hotel group contracts for accuracy and completeness.
• Identify and track room rates, dates, room categories, cancellation policies, attrition requirements, cutoff dates, deposit schedules, and commission provisions.
• Flag discrepancies, missing information, or unfavorable terms before contracts are finalized.
• Maintain organized contract records and ensure all important deadlines are tracked.

Group Reservations & Room Block Management

• Oversee day-to-day administration of hotel room blocks for weddings, corporate events, and private groups.
• Monitor room pickup, booking deadlines, and contracted room allocations.
• Request and review reservation pickup reports from hotels.
• Verify booking links, rates, room types, and reservation details.
• Maintain accurate trackers and provide regular updates on outstanding items and booking progress.

Operations & Administrative Coordination

• Manage multiple projects simultaneously, ensuring no important detail or deadline is overlooked.
• Maintain organized Google Sheets trackers, documents, and email correspondence.
• Support ongoing communication with wedding planners and hospitality partners.
• Identify opportunities to improve processes and operational efficiency.

Qualifications

Required

• Previous professional experience in hotel reservations, hotel sales coordination, group bookings, hospitality operations, or a closely related field.
• Exceptional written and spoken English, including the ability to draft professional emails independently.
• Outstanding attention to detail, particularly when reviewing contracts, rates, dates, and financial terms.
• Strong organizational skills and the ability to manage multiple projects and deadlines simultaneously.
• Proficiency in Google Workspace, particularly Gmail, Google Sheets, and Google Drive.
• A proactive, resourceful approach to problem-solving and follow-through.
• Ability to work independently, prioritize responsibilities, and communicate clearly.
• Availability to overlap with U.S. Eastern Time business hours.

Highly Preferred

• Experience with luxury or international hotel brands, such as Four Seasons, Marriott, Hyatt, Hilton, Rosewood, Mandarin Oriental, or similar.
• Background in hotel group sales, events, or reservations departments.
• Familiarity with hotel group contracts, attrition clauses, booking cutoffs, and commission structures.
• Experience supporting U.S.-based clients or international hospitality businesses.
• Experience with wedding room blocks, corporate group accommodations, or luxury travel operations.

Who We're Looking For

We're looking for someone who takes genuine pride in being thorough, organized, and dependable.

The ideal candidate notices discrepancies before anyone else does, follows up without being reminded, communicates professionally, and takes ownership of their responsibilities.

You should be comfortable managing a high volume of details across multiple projects while maintaining accuracy and a high standard of service.

This is not a general virtual assistant role. We are looking for someone with relevant hospitality experience who can become a trusted and integral part of our operations.

Compensation & Opportunity

• $800–$1,000 USD per month, depending on experience.
• Full-time, remote position based in Colombia.
• Long-term opportunity with a growing New York-based luxury hospitality company.
• Direct collaboration with the founder and exposure to international luxury hotel partners.