Sales and Event Coordinator

StepStone Hospitality; Charlotte, Northern (NC, KY); Hybrid; USD 36,000 - 48,000; Full time

Job summary

Le Méridien Charlotte and Sheraton Charlotte are seeking a Sales & Events Coordinator to provide comprehensive administrative and operational support to Sales, Events, Catering, and Conference Services teams. You will help keep the department organized, manage communications, and assist with coordinating group and event business.

The ideal candidate is highly organized, detail-oriented, and proactive, comfortable juggling multiple priorities in a fast-paced hotel environment.

Qualifications

• Strong organizational skills and attention to detail.
• Excellent written and verbal communication abilities.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Professional, service-oriented approach when interacting with clients and teams.
• Strong computer skills and familiarity with sales, catering, and event management systems.

Responsibilities

• Provide administrative support to Sales, Marketing, and Events teams, including calendars, appointments, and correspondence.
• Support Sales Managers with tracking leads, group bookings, and account activity.
• Assist with preparations for sales calls, site visits, trade shows, and events.
• Coordinate meeting space, materials, and refreshments for client appointments and site visits.
• Assist with BEOs, event resumes, and other event documents; maintain accurate event records.

Skills

Organizational skills

Written and verbal communication

Multitasking

Professional service mindset

Computer proficiency

Collaborative teamwork

Education

High school diploma or equivalent

Job description

Description

Join the team at Le Méridien Charlotte and Sheraton Charlotte as our Sales & Events Coordinator!

The Sales & Events Coordinator provides comprehensive administrative, secretarial, and operational support to the Sales, Events, Catering, and Conference Services teams. This position is responsible for keeping the department organized, ensuring timely communication and follow-up, maintaining accurate records, and assisting with the coordination of group and event business.

The ideal candidate is highly organized, detail-oriented, proactive, professional, and comfortable managing multiple priorities in a fast-paced convention hotel environment.

What You'll Do

• Provide day-to-day administrative support to the Sales, Marketing, and Events teams, including coordinating calendars, appointments, meetings, correspondence, and department schedules.
• Support Sales Managers with tracking leads, tentative and definite business, group bookings, room blocks, account activity, and follow-up.
• Assist with preparations for sales calls, client appointments, hotel site visits, trade shows, networking events, and other sales activities.
• Coordinate meeting space, materials, refreshments, and other details for client appointments and hotel site visits.
• Assist the Events and Catering teams with the preparation and distribution of Banquet Event Orders (BEOs), event resumes, function sheets, diagrams, and other event documents.
• Maintain accurate event information, including room assignments, agendas, guarantees, special requests, and other group details.
• Prepare materials for pre-convention meetings, event meetings, sales meetings, and client appointments.
• Communicate group and event information to the appropriate hotel departments to help ensure teams are prepared for upcoming functions.
• Prepare welcome letters, VIP and amenity lists, signage, registration materials, and other collateral for groups and events.
• Respond to client and meeting planner inquiries professionally and promptly, directing requests to the appropriate team member when needed.
• Assist with coordinating client and meeting planner requests across hotel departments and help provide an organized, seamless experience from planning through arrival.
• Prepare reports, spreadsheets, presentations, correspondence, and other departmental materials as requested.
• Maintain organized account files, contracts, client records, shared drives, templates, forms, and other Sales & Events resources.
• Support prospecting efforts and account research as directed by the Sales team.
• Assist with client confirmations, thank-you correspondence, and post-event follow-up.
• Maintain professionalism and confidentiality when handling client, group, and hotel information.
• Perform additional administrative and departmental duties as needed.

Requirements

What We’re Looking For

• Strong organizational skills with excellent attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• A professional, service-oriented approach when interacting with clients, meeting planners, guests, and hotel teams.
• Strong computer skills and the ability to learn hotel sales, catering, and event management systems.
• Ability to work collaboratively across Sales, Events, Banquets, Food & Beverage, and other hotel departments.
• High school diploma or equivalent required; additional education or relevant training preferred.
• At least one year of office environment experience required.

EOE - All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.