Area Sales Coordinator

Hotel Equities; Tennessee; Hybrid; USD 32,000 - 44,000; Full time

Benefits offered by this job

Performance bonus

Medical Insurance

Dental Insurance

Vision Insurance

Paid Time Off

401(k)

Cell Phone Allowance

Life Insurance

Flexible Spending Account

Parental Leave

Employee Discounts

Job summary

Hotel Equities is seeking an Area Sales Coordinator to support the Postcard Cabins sales team remotely. You will provide centralized administrative and group sales support across multiple Area Sales Managers, handling contracts, rooming lists, payments, and communications from contracting through arrival and final payment.

The role emphasizes organization, follow-through, and collaboration with Sales and Operations, while leveraging systems like Marriott, Cvent, and Sertifi to ensure timely,

Qualifications

• Bachelor’s or associate degree preferred; relevant experience considered.
• Minimum 2 years in administrative, sales coordination, group sales, events, or hospitality.
• Experience with contracts, group blocks, rooming lists, billing, or events coordination preferred.

Responsibilities

• Provide centralized sales and administrative support for multiple Area Sales Managers across Postcard Cabins outposts.
• Prepare and track group contracts, proposals, amendments, and client correspondence.
• Manage group blocks, booking links, and rooming lists.
• Maintain accurate group files; ensure contracts and payments are up to date.
• Track milestones: cutoff dates, deposits, final payments, and deadlines.
• Coordinate payment processing and send confirmations/receipts to clients.

Skills

Organizational skills

Communication

Multitasking

Customer service

Remote work

Education

Associate or bachelor’s degree preferred

Tools

MS Office 365

CRM platforms

PMS systems

Cvent

Sertifi

Job description

Pay Range USD $38,000.00 - USD $38,000.00 /Yr. Job Description

Hotel Equities, a multi-award-winning hotel ownership, development, and hospitality management company, is seeking a highly organized, detail-oriented Area Sales Coordinator to support the Postcard Cabins sales team.

If you're passionate about hospitality, enjoy supporting sales teams, and thrive in a fast-paced environment where organization and follow-through matter, we'd love to meet you. As Area Sales Coordinator, you'll provide centralized administrative and group sales support for multiple Area Sales Managers and help manage the group lifecycle from contracting through arrival and final payment.

Job Purpose

The Area Sales Coordinator provides centralized administrative and group sales support for the Postcard Cabins sales team. This remote position supports multiple Area Sales Managers and reports to the National Account Director. The role assists with the administrative group lifecycle from contracting through arrival and final payment, including contracts, group blocks, booking links, rooming lists, pickup, payment schedules, group calendars, and communication with outpost teams.

What You'll Do

• Provide centralized sales and administrative support for multiple Area Sales Managers across multiple Postcard Cabins outposts.
• Prepare, distribute, track, and maintain group contracts, proposals, amendments, and client correspondence.
• Establish and manage group blocks, booking links, and rooming lists.
• Maintain accurate group files and ensure contracts, correspondence, payment information, and supporting documentation are complete and current.
• Track key contractual milestones, including cutoff dates, cancellation dates, deposits, final payments, and other deadlines.
• Monitor group pickup and communicate concerns, changes, and opportunities to the appropriate Area Sales Manager.
• Own and maintain the portfolio-wide group calendar, providing visibility into upcoming groups, arrivals, deadlines, and payment status.
• Coordinate final group details, including gathering space requirements, cabin grouping, special requests, and other arrival needs.
• Prepare and distribute group resumes or arrival summaries to outpost and operational teams.
• Serve as a key communication link between Sales and Operations, ensuring group details are communicated accurately and within established timelines.
• Coordinate payment processing with appropriate internal teams and send confirmations and receipts to clients as needed.
• Follow up on outstanding payments and assist with final billing and reconciliation.
• Maintain accurate group information within CRM, sales, property, and applicable Marriott systems.
• Maintain weekly group status reporting, including upcoming arrivals, pickup, cutoff dates, and payment status.
• Respond to routine group questions and assist with client communication throughout the booking process.
• Support Area Sales Managers with proposals, collateral, reporting, and other administrative needs.
• Assist with trade shows, sales blitzes, and other portfolio sales initiatives as needed.
• Proactively identify missing information, approaching deadlines, scheduling conflicts, or operational concerns and elevate as appropriate.
• Keep the National Account Director and Area Sales Managers informed of significant group issues or changes.
• Perform other duties and special projects as assigned.

Qualifications & Requirements

• Associate or bachelor's degree preferred; equivalent relevant experience will be considered.
• Minimum of 2 years of administrative, sales coordination, group sales, events, or hospitality experience preferred.
• Previous hospitality or group sales experience strongly preferred.
• Experience supporting multiple properties or sales leaders preferred.
• Experience with contracts, group blocks, rooming lists, billing, or event coordination preferred.
• Marriott experience is a plus.
• Strong written and verbal communication skills.
• Excellent customer service and relationship-management skills.
• Ability to work independently, prioritize responsibilities, and manage multiple groups, deadlines, outposts, and sales managers simultaneously in a remote environment.
• Strong problem-solving skills and sound judgment regarding when issues require escalation.
• Ability to handle confidential client, guest, and financial information appropriately.
• Basic mathematical skills and the ability to analyze information and make effective judgments.

What We're Looking For

• A highly organized, detail-oriented professional who can manage multiple priorities and deadlines simultaneously.
• A responsive communicator with strong follow-through and the ability to anticipate deadlines and required actions.
• A service-minded team member who builds positive relationships with clients, sales leaders, outpost teams, and internal partners.
• A proactive problem-solver who identifies missing information, scheduling conflicts, and operational concerns and escalates appropriately.
• A dependable professional who can work independently while staying closely connected to a multi-property sales team.

Physical Requirements

This position requires the ability to:

• Work primarily in a remote, computer-based environment and use standard office technology for extended periods.
• Occasionally stand, walk, sit, use hands to handle objects or controls, and reach with hands and arms.
• Access a computer via keyboard and operate office equipment such as telephones, copiers, and computer systems.
• Occasionally lift up to 15 pounds.
• Travel occasionally for meetings, training, or portfolio events.
• Work a variety of hours and manage varied tasks based on business levels and deadlines.
• Communicate effectively in English, both orally and in writing, with clients, guests, team members, and business contacts.
• Use hearing and visual ability to observe and respond appropriately to workplace and emergency situations and accurately input information into computer systems.

Technology & Systems

Experience with the following is preferred:

• Microsoft Outlook, Word, Excel, PowerPoint, Teams, and Microsoft 365
• CRM platforms
• Hotel property management systems
• Marriott systemsCvent
• Sertifi

Amazing Benefits At A Glance

• Performance Bonus Opportunity
• Team-Driven and Values-Based Culture
• Medical, Dental & Vision Insurance
• Paid Vacation, Sick Time & Holidays
• 401(k) Retirement Plan
• Cell Phone Allowance
• Employee Assistance Program
• Career Growth Opportunities & Leadership Development Programs
• Reduced Hotel Rates Throughout Our Portfolio
• Employee Referral Program
• Life Insurance
• Flexible Spending Account (FSA)
• Paid Parental Leave
• Exclusive Third-Party Discounts (Shopping, Travel, Entertainment & More)

Why Hotel Equities?

At Hotel Equities, we believe hospitality begins with people. Our award-winning culture is built on integrity, accountability, service, and leadership. We empower our associates to grow professionally while delivering exceptional experiences for our guests and outstanding results for our owners.

Whether you're beginning your hospitality career or bringing years of industry experience, you'll find opportunities to grow your career with one of the hospitality industry's most respected management companies.

Hotel Equities is an Equal Opportunity Employer. We celebrate diversity and are committed to fostering an inclusive workplace where every associate is respected, valued, and empowered to succeed.

Please note: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with this position. Responsibilities may evolve based on business needs.