Sales and Events Coordinator

Virgin Hotels; Nashville (TN); On-site; USD 36,000 - 60,000; Full time

Job summary

Virgin Hotels in Nashville is seeking a Sales & Events Coordinator to support the sales team and deliver unrivaled hotel events and guest experiences.

This role involves coordinating contracts, proposals, guest room blocks, and event setups across departments, with a focus on outstanding service, organization, and proactive problem-solving. Weekend and evening shifts may be required.

Join a dynamic team that values creativity, collaboration, and guest satisfaction above all.

Qualifications

• Experience in sales administration preferred.
• Excellent English communication, in person, email and phone.
• Proficient with MS Office (Outlook, Excel, Word, PowerPoint).
• Legal to work in the United States.
• Minimum 1–2 years in sales administrative roles.

Responsibilities

• Assist with contracts, proposals, emails, and invoices.
• Coordinate event setup requests and guest chamber reservations.
• Support catering team with client overviews and amenity planning.
• Assist sales managers on trips and tradeshows.
• Collaborate across departments to deliver seamless guest experiences.

Skills

Team player

Communication

Presentation skills

Creativity

Problem solving

Flexibility

Multi-tasking

Customer service

Leadership

Safety compliance

Education

High school diploma

Tools

MS Outlook

Excel

Word

PowerPoint

Job description

Who We Are

We love what we do and what we do is important! We believe that everyone should leave feeling better – this means not just our guests, but also our teammates. Everyone should go home feeling better because they learned something new, or had fun working that day. Therefore, we hire unique individuals who work together to create amazing experiences for our guest. We recognize that every member of the team contributes to the success of the whole hotel. No-one is more important than anyone else, and unless we are in it together, we can’t create that special experience for our guest.

Who We Are

We love what we do and what we do is important! We believe that everyone should leave feeling better – this means not just our guests, but also our teammates. Everyone should go home feeling better because they learned something new, or had fun working that day. Therefore, we hire unique individuals who work together to create amazing experiences for our guest. We recognize that every member of the team contributes to the success of the whole hotel. No-one is more important than anyone else, and unless we are in it together, we can’t create that special experience for our guest.

Your Mission

Should you decide to accept it…
The Sales & Events Coordinator supports the sales team administratively to produce unrivaled hotel events and guest experiences. The details include organizing and coordinating event setup requests, guest chamber reservations, contracts and proposals, amenities and other administrative bits and bobs that come up.
Communication and collaboration are king (or queen) and although this position starts on the sales team, they work with every hotel department to ensure each guest stay or group goes off without a hitch. It helps if the guest sings our praises too.
Let’s face it! This is the job that makes the world go round…

The Nitty-Gritty

What exactly you will be doing…

Responsibilities

In helping you understand your role in working for a world class organization, the following is a list of your essential job responsibilities. Please keep in mind that this list is not all inclusive and that you may be asked to perform other job tasks by your manager not listed below in the constant quest to provide "out of this world" customer service experience for our guests:

• Ring. Ring. That’s the phone and we need an outstanding, professional, proactive representative of the Virgin Hotels brand to pick it up. This is the first point of sale and will set the tone for the rest of the Virgin experience.
• Administrative duties include preparing contracts, proposals, emails, mailing lists and invoices. You assist with reporting and compiling super important stats. Organizing guest room blocks, banquet event orders, amenities, setup requests and guest chamber reservations will be the day to day. Other fun projects include sitting in on collaborative meetings and assisting in planning client events.
• A site inspection is a tour with a potential client highlighting our awesome event space and guest chambers. This is muy importante at the hotel and takes a lot of preparation. The Catering & Events Coordinator will support the catering team by preparing a client overview, distributing to the hotel, prepping the guest chambers and even brainstorming a cool amenity.
• Same goes for supporting a Sales Managers as they leave for a sales trip or tradeshow. This is a mobile site inspection where you pack up the hotel and bring it on the road. You can imagine what that takes.
• We are looking for a vibrant whippersnapper who see a future on the sales team. You give us great energy and a thirst for learning and we will give you an awesome education.

What qualities are we looking for?

You got skills? If you are able to perform the following, then you have come to the right place…

• Great team player with the ability create excellent working relationships across the group. Collaborative approach with all departments, particularly food & beverage and of course, the sales & marketing and events team.
• Ability to break down barriers and resolving potential conflicts swiftly and effortlessly
• Strong communication and presentation skills to all levels of management
• Creativity and innovation are essential!
• Ability to think outside the box and approach all issues with a completely fresh approach
• Ability to anticipate needs and over deliver wherever possible
• Report to designated shift in assigned attire on time (if applicable)
• Flexibility to work different shifts, including on the weekends, holidays and nights.
• Candidates must think on their feet and use their initiative to solve problems and deliver solutions
• Excellent customer relations, communication, presentation and organization skills of utmost importance
• Comply with all safety and health department procedures, as well as, all state and federal liquor laws.
• Able to change direction and work on multiple project aspects at once
• Enthusiastic, passionate, able to enthuse and motivate others
• Leadership ability and behavior consistent with Virgin Hotels Core Values: Fun, innovative, original and personable, and striving to deliver high quality and brilliant customer service

Background Must-have

• Current, legal and unrestricted ability to work in the United States
• High school equivalent or education required
• Minimum 1-2 years of previous sales administrative experience
• Ability to clearly and pleasantly communicate in English with clients, guests, vendors, teammates/management, in person, in writing and on the telephone
• Proficient in MS Outlook, Excel, Word and PowerPoint