Hotel Sales Coordinator

The Oread Hotel, Tapestry by Hilton; Lawrence (KS); On-site; USD 40,000 - 60,000; Full time

Job summary

Peregrine Hospitality is seeking an experienced Event Coordinator to act as the primary contact for guests, vendors and staff across all event stages. You will manage rooming lists, BEOs, and cross-department communications to ensure flawless events with outstanding guest service.

The role requires at least 2 years in event coordination or hospitality, superb organizational and writing skills, and a flexible schedule including nights, holidays and weekends.

Qualifications

• At least 2 years event coordination and/or hospitality experience.
• Proficient in drafting professional documents and formal correspondence.
• Ability to multitask and prioritize assignments for high productivity.
• Strong organizational and communication skills, with a customer-focused approach.
• Flexible schedule; available nights, holidays and weekends.

Responsibilities

• Act as point of contact for guests, coworkers and vendors; communicate with all parties before, during, and after events.
• Coordinate rooming lists and answer questions from groups.
• Facilitate communication between sales and guest services to ensure top-notch service.
• Maintain professional relationships with guests and clients through ongoing correspondence including tours, feedback requests, and thank-you notes.
• Monitor group reservations and ensure accurate recording and blocked rooms.
• Organize equipment, files, signage, and amenities; develop Banquet Event Orders (BEOs) and conduct BEO meetings.
• Proficiency in Room Key, Event Temple, and Microsoft Office; report data in detail.
• Follow through on contracts and reservations; manage deposits and information sharing with staff.
• Handle group billing and collect outstanding invoices.

Skills

Highly Organized

Composure under pressure

Effective communication

Customer focus

Tools

Room Key

Event Temple

Microsoft Office

Job description

At Peregrine Hospitality, we believe that exceptional experiences are created by passionate and talented people. By joining our Team, you become part of a culture that values excellence, innovation, and genuine hospitality.

Responsibilities of the Ideal Candidate

Act as a point of contact for guests, coworkers and vendors, maintaining communication with all relevant parties prior, during and after each event including but not limited to:

• Coordination of rooming lists
• Answering questions from groups
• Communication between the sales department and the guest services department to ensure positive customer service for guests.
• Maintain a professional and attentive relationship with guests and potential clients through continuous correspondence, including onsite tours, requesting feedback, and sending Thank You’s.
• Consistently check group reservations and status on a weekly basis to ensure all information is properly recorded and blocked rooms have been set up.
• Continuously organize all equipment, files, signage and amenities required.
• Develop Banquet Event Orders for all meeting/events and conduct BEO Meetings.
• Become proficient in necessary programs, such as Room Key, Event Temple and Microsoft Office, reporting all data in detail.
• Follow through on all contracts and reservations, ensuring all entries in programs have been made, deposits have been charged, and information has been shared with hotel staff.
• Group billing & collection of outstanding invoices due.

Core Competencies:

• Highly Organized
• Possess and Maintain Composure
• Ability to Communicate Effectively
• Possess a Customer Focus

Experience and Education:

• At least 2 year event coordination and/or hospitality experience
• The ability to solve problems as they arise and do so in the best interest of the hotel.
• Confident in taking charge and leading a group of individuals.
• Proficient in drafting professional documents and professional correspondence.
• Ability to multi-task and prioritize assignments to achieve highest level of productivity.
• Strong organizational skills.
• Exceptional oral communication skills.
• Flexible schedule; available to work nights, holidays and weekends.

Physical Requirements & Working Conditions:

The minimum physical requirements for this position include but are not limited to:

Flexible and long hours sometimes required

Must be able to lift and/or carry up to 50 pounds

• Ability to hear, understand and communicate orally and in writing to communicate with staff, vendors, and guests a normal in-person and phone conversation

Ability to stand and walk for extended periods of time

Ability to bend and twist, push and pull, stoop, and kneel

Disclaimer

All duties and requirements stated are essential job functions. This description is not an exclusive or exhaustive list of all functions that an associate in the position may be asked to perform. This does not create an employee contract, express implied, or otherwise, and does not alter the “at will” employment relationship of the employer or employee. Management reserves the right to change, modify and/or alter any of the duties listed to meet business needs.

Reasonable Accommodation Statement

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. If you need accommodation for any part of the application process because of a medical condition or disability, please contact: [e-mail]

Equal Opportunity Employer Statement

We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, breastfeeding, and related medical conditions), sexual orientation, gender identity or expression, national origin, ancestry, age, disability (physical or mental), medical condition, genetic information, marital status, military or veteran status, or any other characteristic protected by applicable federal, state, or local law. We are committed to complying with the California Fair Employment and Housing Act (FEHA), Title VII of the Civil Rights Act, the Americans with Disabilities Act (ADA), and all other applicable equal opportunity laws. Peregrine Hospitality is an Equal Opportunity Employer M/F/Disability/Veteran and Drug Free.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

Peregrine Hospitality participates in E-Verify. Upon hire, your employment will be contingent on proof of identity and eligibility to work in the United States, which will be confirmed through the federal E-Verify system.

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.