Executive Meeting Coordinator

Lodging Dynamics; Birch Ocean Front (FL); On-site; USD 42,000 - 62,000; Full time

Job summary

Lodging Dynamics in Florida is seeking a Sales Coordinator to manage guest interactions and booking coordination for hotel guestrooms, catering and banquet facilities. You will serve as the hub between the sales team, operations, and clients to ensure flawless event execution.

The role requires strong organization, communication, and adaptability to last-minute changes, with proficiency in hotel management systems or sales CRM software.

Qualifications

• Strong organizational ability to manage multiple event files.
• Excellent written and verbal communication with clients.
• Familiarity with hotel management systems or sales CRM software.
• Ability to adapt to last-minute changes and hotel needs.

Responsibilities

• Responds quickly to guest requests and follows up for satisfaction.
• Gives tours and directs walk-in or call-in customers to the right staff.
• Prepare and support operational tasks like BEOs, proposals, and contracts.
• Coordinate with sales, operations and clients for seamless events.
• Be the main contact after the sale to ensure details meet expectations.
• Attend daily stand-ups and weekly sales meetings as requested.
• Drive loyalty through outstanding customer service throughout the sales cycle.
• Document all sales activities in Delphi accurately and timely.

Skills

Organization

Communication

Technical proficiency

Problem solving

Tools

Delphi

Opera

Job description

Sales Coordinator Job Description

Scope

Coordinates the sale and guest interaction with the booking of hotel guestrooms, catering services, and banquet facilities as directed by the Director of Sales, or Sales Manager. Acts as the central hub between the sales team, the operations staff, and the clients.

Primary responsibilities

• Responds quickly to guest requests in a friendly manner. Follow up to ensure guest satisfaction.
• Conducts tours, answers questions for walk-in and call-in customers directing them to other sales staff members if appropriate.
• Maintains a professional image at all times through conduct, appearance and dress.
• Execute and support the operational aspects of business booked (e.g. generating BEO's, group resumes, proposals, writing contracts, customer correspondence, etc.).
• Serve as the main point of contact for clients after the initial sale to ensure all details meet their expectations.
• Be present to greet clients at least 30 minutes prior to the start of meeting/events.
• Conducts weekly BEO and Resume meetings with hotel operations & sales staff.
• Finalize groups and events in a timely manner as established by hotel management. This includes final billing, guest room pickup and commissions due, and to re-book business.
• Meets with planners after their event to discuss success of event, deficiencies, etc.
• Meets with F&B staff regularly to review upcoming meeting & catering needs.
• Work closely with all hotel departments by communicating and coordinating all sales information & event details including banquet event orders, resumes, rooming lists, etc. to ensure seamless execution.
• Attend and participate in daily stand up and/weekly Sales Meetings as well as training seminars and other meetings as requested by management.
• Drive customer loyalty through excellent customer service throughout the sales process. Serve the customer by understanding their needs and recommending appropriate solutions and services that best meet their requirements.
• Build and strengthen relationships with existing and new customers to enable future bookings.
• Establish and maintain close contact with top accounts, and target accounts, through appointments, phone calls, site tours, and correspondence.
• Qualify leads and prospects gained from cold calls, sales blitzes, and other sources.
• Ensure business booked is within the hotel's goals. Close the best opportunities for the hotel based on market conditions and hotel property needs.
• Effectively resolve guest issues that arise as a result of the sales process.
• Establish clear expectations for stakeholders and guests throughout the sales process.
• Participate and engage in employee functions and guest events.
• Documents all sales activities into Delphi in a timely and accurate manner.
• Initiate process improvements and best practices for efficiencies.
• Provides administrative support to the Sales team/office.
• Note: Other duties as assigned by supervisor or management.

Essential Skills

Organization: High level of detail orientation to manage multiple event files simultaneously.

Communication: Strong written and verbal skills for professional correspondence with corporate clients.

Technical Proficiency: Familiarity with Hotel Management Systems (PMS) or Sales CRM software (like Delphi or Opera).

Problem Solving: Ability to handle last-minute changes to banquet orders, guestroom requirements, and guest issues efficiently.