Hospitality Sales Coordinator: Groups & Events

Sonesta International Hotels; Milpitas (CA); On-site; USD 39,000 - 41,000; Full time

Benefits offered by this job

Medical, Dental and Vision Insurance

Health Savings Account with Company 2x

401(k) Retirement Plan with Company 2x

Paid Vacation and Sick Days

Sonesta Hotel Discounts

Educational Assistance

Paid Parental Leave

Company Paid Life Insurance

Company Paid Short/Long Term Disab.

Hospital Indemnity & Critical Illness

Job summary

Sonesta International Hotels in Milpitas, CA is hiring a Sales Coordinator to execute the hotel's sales strategy. You will assist with client requests, handle inquiries in the absence of the Director of Sales, and perform general administrative duties including contracts, group rooming lists, and reports.

This role supports Sales systems, group billing, office operations, and event logistics, maintaining accurate group information in Delphi and Opera, processing deposits, and coordinating

Qualifications

• Fluent in English; additional languages beneficial.
• Professional verbal and written communication skills.
• Strong organizational, problem-solving, and customer service skills.
• Basic mathematical skills, including percentages, budgeting, profit/loss, and variances.
• Proficiency in Microsoft Office; Opera and Delphi experience preferred.
• Ability to manage multiple priorities and meet deadlines.
• Previous hotel or hospitality experience preferred.
• Valid driver's license required.

Responsibilities

• Sales Systems & Group Support: Maintain accurate group and reservation information in Delphi and Opera.
• Enter and modify groups, room blocks, reservations, master accounts, VIP notes, and complimentary reservations.
• Check availability and run applicable reports.
• Assist with group booking links, group resumes, proposals, contracts, and client documentation.
• Enter servicing notes and maintain accurate group files.
• Prepare turnover checklists and coordinate contract packet turnovers.
• Process group deposits once contracts are executed.
• Merge proposals, contracts, resumes, turnovers, and other group documents.
• Prepare BEO packets and manage the 30-day OTB list.
• Serve as the primary contact for group Sertifi forms related to client billing.
• Assist with group billing, banquet checks, and Accounting documentation.
• Administrative & Office Support: Answer the general Sales telephone line and assist guests and clients professionally.
• Maintain organized electronic and hard-copy Sales files and filing systems.
• Order office supplies, toner, and equipment as needed.
• Monitor office equipment and coordinate repairs when necessary.
• Handle group packages and mail distribution and maintain appropriate records.
• Generate reports, contracts, proposals, and other Sales documents upon request.
• Events, Amenities & Collateral: Create meeting room signage, directional signs, meal tickets, and drink tickets.
• Assist with group resumes, including photographs, website information, and group pickup.
• Coordinate guest and client amenities, including processing amenity cards.
• Generate and record Hotel Gift and Complimentary Certificates.
• Assist with creating and printing Sales collateral.
• Support special events and other hotel functions as assigned.
• Service, Compliance & Teamwork: Deliver Sonesta Service in all interactions.
• Execute directives from the Director of Sales and Regional Sales Director.
• Communicate operational issues that may impact Sales performance.
• Follow all laws and Sonesta policies, including health, safety, and alcohol service requirements.
• Attend required training and learn additional databases or systems as introduced.
• Perform other duties as assigned.

Skills

Verbal and written communication

Customer service

Organizational skills

Problem-solving

Multitasking / prioritization

Education

Basic mathematical skills (percentages, budgeting, P/L)

Tools

Microsoft Office

Opera

Delphi

Job description

Sonesta International Hotels in Milpitas, CA is hiring a Sales Coordinator to execute the hotel's sales strategy. You will assist with client requests, handle inquiries in the absence of the Director of Sales, and perform general administrative duties including contracts, group rooming lists, and reports.

This role supports Sales systems, group billing, office operations, and event logistics, maintaining accurate group information in Delphi and Opera, processing deposits, and coordinating