Sales and Event Coordinator - Full Time

GOEBEL FIXTURE COMPANY; Cape Neddick (ME); On-site; USD 50,000 - 65,000; Full time

Benefits offered by this job

PTO

Insurance (medical/dental/vision)

Life insurance

Disability insurance

401k with employer match

Hotel employee discounts

DailyPay

Referral bonus

Growth opportunities

Bonuses for guest recognition

Job summary

Union Bluff Hotel in York, ME seeks a Sales and Event Coordinator to support social sales, event planning, and client relationships. This is a full-time role located in York, Maine.

The Hotel Sales and Event Coordinator collaborates with the sales team to achieve revenue goals and deliver seamless event services. Ideal candidates are detail-oriented, proactive, with strong communication and organizational skills.

Qualifications

• High school education or equivalent.
• Excellent communication, organizational skills and teamwork.
• Ability to work independently or in a group.
• Proficiency in English (reading, writing, speaking).
• Flexibility for varied hours including weekends/holidays.

Responsibilities

• Support Sales Managers for social sales and events.
• Enter leads, create proposals and contracts.
• Enter rooming lists and update PMS with group details.
• Use the sales software system to maintain accounts and create contracts.
• Prepare and file contracts, event orders, and group blocks.
• Maintain active sales files and update records.
• Create corporate rate letters and update PMS details.
• Serve as a client contact when the Director of Sales is unavailable.
• Update and validate Group Rooms Control Log (GRC) with PMS.
• Coordinate rooming lists with hotel teams for upcoming groups.
• Interface with online reservations and agencies for rebates and commissions.
• Distribute weekly lists of incoming groups and meetings.
• Respond to inquiries by phone or email promptly.
• Conduct hotel site tours in the Director of Sales' absence.
• Collaborate with operations to deliver group resumes and details.
• Print daily/monthly sales reports and keep workspace organized.
• Perform other duties as assigned by the DOS or General Manager.

Skills

Communication

Organization

Attention to detail

Teamwork

English proficiency

Education

High school education

Tools

PMS software

Sales software system

Microsoft Office

Job description

• Base Pay $50,000.00 / Year
• Job Category Sales Coordinator/Hotel Sales

Contact information

• Phone [phone]
• Email [e-mail]

Description

Job Description

We have an exciting opportunity for you to join our team as a Sales and Event Coordinatorat Union Bluff Hotel. This is a Full Time position located in York , Maine. The Hotel Sales and Event Coordinator is a key member of the sales team, responsible for supporting the hotel's revenue goals by assisting with sales efforts, maintaining client relationships, and ensuring seamless coordination of sales-related activities. This role requires individuals who are detail-oriented, proactive, and committed to upholding our high standards of guest satisfaction and event service.

Summary

Job Description

We have an exciting opportunity for you to join our team as a Sales and Event Coordinatorat Union Bluff Hotel. This is a Full Time position located in York , Maine. The Hotel Sales and Event Coordinator is a key member of the sales team, responsible for supporting the hotel's revenue goals by assisting with sales efforts, maintaining client relationships, and ensuring seamless coordination of sales-related activities. This role requires individuals who are detail-oriented, proactive, and committed to upholding our high standards of guest satisfaction and event service.

Work Performed

This position is responsible for supporting the Sales Managers for social sales, detailing events, executing social events, while working within a team of Event Sales Manager(s) and a Director of Sales. Assist onsite with events and other various tasks

• Answer incoming phone, email and client walk ins questions in a knowledgeable, pleasant, and timely manner
• Be knowledgeable on PMS software for each of their assigned hotels to be able to enter and update group blocks, enter rooming lists, and complete other sales related items within the PMS
• Assist onsite with events and other various tasks
• Use the approved sales software system to maintain account information, enter all leads, create proposals, create contracts and LNR agreements to ensure consistency of the Brand
• Administrative duties include, typing contracts, meeting event orders, creating group blocks, entering rooming lists, tracking cut off dates, calling clients for payment details and rooming lists or any other group details
• Utilize existing filing systems to keep all active sales files updated digitally and in hard copy form
• Create corporate rate agreement letters, update PMS with rate and profile details
• Act as a customer service contact for clients who have questions about their accounts or groups when the Director of Sales is not available
• Updating and ensuring the accuracy of the Group Rooms Control Log (GRC) for each of their assigned hotels. Conduct quarterly comparison of GRC vs PMS to validation GRC’s are correct and not missing any groups
• Be the point of contact for online reservations portals - work with your assigned hotels and enter rooming lists into PMS systems, then you will enter confirmation numbers into the reservations portal
• Be the point of contact for agencies’ due rebates, commissions, loyalty reward points to be verified and paid out
• Be aware of upcoming group cut off dates – coordinate rooming lists and rooming list confirmations with assigned hotel teams
• Creating and distributing a weekly list of the current week’s incoming groups and meetings as requested by hotel(s)
• Respond to caller inquiries as directed by RDOS in a knowledgeable and pleasant manner
• Answer sales inquiries and client questions by phone or email, promptly
• Meets with clients/performs hotel site tours in the absence of the Director of Sales
• Work with operations staff at their assigned hotels to deliver group resumes, and communicate all necessary sales, group and/or meeting details and/or changes for upcoming groups/meetings
• Print daily and/or monthly sales reports as requested by the DOS or General Manager
• Keep workstations and equipment clean, organized, and in good working order
• Other duties as assigned by DOS, Catering Sales Manager or General Manager

Requirements

• You must have excellent communication, organizational skills and show initiative with ability to work well in a team environment
• Strong attention to detail
• High school education or equivalent experience
• Must be able to work independentlyor within a group
• Maintains a friendly, cheerful, and courteous demeanor at all times
• Requires reading, writing and oral proficiency in the English language
• Hours required: Full time 40 hours with Morning (AM);Afternoon (PM);Must be flexible;Evening;Weekends/ Holidays

Additional Preferred Skills/Qualities

• Working knowledge of Microsoft Suite

Compensation

$50,000 Yearly Salary

• Earned paid time off
• Employer-contribution medical/dental/vision insurance
• Optional life insurance
• Short term/Long term disability
• Optional 401k with employer match
• Employee discounts at participating hotels
• Option to sign up for on-demand pay with DailyPay
• Refer a friend – get paid extra when they join our team!
• Bonuses for name recognition and guest score
• Opportunities to grow – one of the fastest-growing hotel companies

About Union Bluff Hotel

Union Bluff Hotel & Meeting House is a charming beachfront hotel located in York Beach, Maine. Offering a blend of historic charm and modern amenities, the hotel is perfect for couples, families, and business travelers. Enjoy stunning ocean views, comfortable accommodations, and a variety of on-site amenities, including a restaurant, meeting facilities, and easy access to local attractions.

About Giri Hotels

Headquartered in Quincy, MA, Giri Hotels owns and operates more than 50 hotels in New England.

We are a growing company that embraces change, maintains a service mindset, and prioritizes the 'big rocks' - our most impactful tasks and projects. At our core, Giri Hotels is a hospitality company, and all members of our team share a sense of cooperation and respect with our guests and one another.

You are right for the team if you are:

• Happy – nice to be around and friendly
• Humble – willing to learn
• Helpful – team player, always willing to pitch in, looking for ways to be productive

Giri Hotel Management has been recognized for its growth in the hospitality industry. We are proud to have achieved #23 on the Top Owners & Developers list and #55 on the Top Management Companies list in Hotel Business's annual rankings. These rankings, based on the annual revenues and number of rooms and properties managed, demonstrate our company's continuing expansion and growth.

Giri Hotels provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.