Hotel Operations & Sales Coordinator

Legacy Ventures; Sandy Springs (GA); On-site; USD 32,000 - 52,000; Full time

Job summary

Legacy Ventures in Sandy Springs, GA seeks a Hotel Operations & Sales Coordinator to provide administrative support to the Sales Department, manage accounts receivable, and assist with events and marketing initiatives.

The role requires strong organizational and customer-service skills, proficiency with Word, Excel and PowerPoint, and the ability to multitask in a busy hotel environment, including evenings and weekends. You will prepare BEOs, invoices, and coordinate group bookings.

Qualifications

• Organizational skills and ability to manage multiple tasks while meeting deadlines.
• Strong typing and proficiency in MS Word, PowerPoint, and Excel.
• Able to understand financial information and basic arithmetic.
• Flexible schedule: days, evenings, or nights; weekends/holidays.
• Excellent customer service skills and professional demeanor.
• Team player with effective communication across departments.

Responsibilities

• Provide administrative support to the Director of Sales.
• Prepare banquet event orders (BEOs) and other internal event docs.
• Coordinate group bookings and maintain client records.
• Respond to client inquiries and assist with reservations.
• Maintain sales files, reports, and databases.
• Assist in planning events, promotions, and hotel marketing initiatives.
• Coordinate with hotel departments for upcoming groups and events.
• Prepare welcome letters and VIP amenity bags.

Skills

Organizational skills

Customer service

Multitasking

Team player

Self-starter

Professional appearance

Financial data literacy

Flexible schedule

Administrative support

Tools

Microsoft Word

PowerPoint

Excel

Typing

Job description

Job Details

Job Location: Hyatt House Atlanta Perimeter (LHP HH1) - Sandy Springs, GA 30342

Position Type: Full Time

Job Category: Hospitality - Hotel

SUMMARY

The Hotel Operations & Sales Coordinator is responsible for providing administrative support to the Sales Department while managing the hotel's accounts receivable functions. This dual-role position ensures efficient sales operations, accurate billing, timely collections, and exceptional customer service to clients, guests, and internal departments.

COORDINATOR ESSENTIAL DUTIES AND RESPONSIBILITIES

include the following. Other duties may be assigned by a manager as needed.

• Provide administrative support to the Director of Sales
• Prepare banquet event orders (BEOs), and other internal event documentation.
• Coordinate group bookings and maintain accurate client records.
• Respond to client inquiries and assist with reservation requests.
• Maintain sales files, reports, and customer databases.
• Assist in planning and executing sales events, promotions, and hotel marketing initiatives.
• Ensure all hotel departments are informed and prepared for upcoming groups and events.
• Prepare welcome letters and coordinate VIP amenity bags for arriving guests.
• Check on in-house groups and meeting space while coordinating with hotel departments to promptly address client requests, operational needs, or last-minute changes.
• Update Request for Proposal (RFP) information and maintain accurate records and reporting in Envision.
• Enter sales call notes, activities, and follow-up details into the Envision CRM system.
• Set follow-up reminders and help ensure timely communication with clients and prospects.
• Generate and distribute invoices for guest accounts, groups, corporate accounts, and events.
• Prepare and send invoices and account statements for direct bill accounts.
• Monitor outstanding balances and follow up on overdue accounts.
• Input invoices from all hotel departments for purchases associated with approved purchase orders.
• Input the Daily Revenue Report (DRR) and ensure accuracy of daily financial reporting.
• Prepare the daily tax-exempt report and verify supporting documentation.
• Organize and maintain completed night audit packs in accordance with hotel record retention procedures.
• Prepare weekly Credit Meeting reports, including aging summaries and account status updates.
• Count, reconcile, and audit cash banks to ensure compliance with hotel cash handling procedures.
• Respond professionally to customer billing inquiries and resolve billing discrepancies in a timely manner.
• Maintain confidentiality of financial records and customer information.
• Perform any other job-related duties as assigned.

QUALIFICATIONS / QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Organizational skills are essential along with the ability to engage multiple, ongoing tasks while meeting deadlines.
• Computer skills including Microsoft Word, PowerPoint and Excel and strong typing skills are required.
• Must be able to work with and understand financial information and data, and basic arithmetic functions.
• Must have a flexible schedule and ability to workdays, evenings or nights any day of the week, including weekends and holidays. (most weeks are M-F)
• Must have exceptional customer service skills
• The ability to consistently perform multiple tasks in a detailed manner are essential in what is a busy environment.
• Ability to work well in a team environment
• Must have a self-starter drive with an even disposition to effectively communicate with guests and staff.
• Always maintain a professional appearance and manner.