Sales Coordinator

Reitmr; City of White Plains (NY); On-site; USD 42,000 - 56,000; Full time

Job summary

Sonesta International Hotels is seeking a Sales Coordinator to execute the hotel sales strategy under the Director of Sales and Marketing. You will support occupancy, ADR, and market share goals while handling inquiries when leadership is unavailable.

The role includes administrative duties, data updates, and generating reports. Responsibilities cover contracts, meeting room logistics, and group rooming lists, with frequent DELPHI and Passkey/SynXis usage.

Qualifications

• Experience supporting hotel sales teams and handling client inquiries.
• Proven ability to draft proposals, contracts, and other correspondence.
• Strong communication and coordination with multiple departments.

Responsibilities

• Perform administrative duties: typing proposals, letters, contracts, and reports.
• Update databases and maintain accurate group and client information.
• Coordinate office functions: supplies, phones, site inspections, and management requests.
• Input leads and manage follow-up in the DELPHI system.
• Prepare and distribute daily/weekly reports and room blocks in Delphi.
• Build and manage group blocks in Delphi; handle banquet and event needs.
• Interact with clients to obtain final details and confirm dates, times, and spaces.
• Assist with the BEO process and ensure accuracy of catering documents.

Skills

Administrative support

Hospitality experience

Proposal drafting

Communication skills

Tools

Delphi/Delphi Catering

Passkey

SynXis

MS Office

Job description

We're People People. Are you?

We're Sonesta International Hotels-the 8th largest hotel company in the U.S. (and growing fast).

With a dynamic mix of full-service and focused hotels across major cities, our diverse portfolio of owned, managed, and franchised properties means we're everywhere our guests need us to be.

But here's the thing-we're not just in the business of hotels, we're in the business of people. We bring service with passion, loyalty with purpose, and create experiences that genuinely connect-delivering quality, value, and memorable stays across 1,000+ properties in eight countries (and counting).

What this role is all about

The Sales Coordinator (SC) executes the sales strategy of the hotel, as defined by the Director of Sales and Marketing, to ensure that occupancy, average daily rate, extended stay and market share goals are achieved. This includes assisting with client requests in a timely manner and efficiently handling all inquiries in absence of the Director of Sales and/or sales managers. The SC will be required to perform general administrative duties, but not limited to, contracts, meeting room logistics, group rooming lists, and compiling/updating reports as needed.

What you'll be doing

Job Description

Perform administrative duties such as typing proposals, letters, contracts, etc. Collect data, update databases, and complete departmental monthly reports. Types and distributes all correspondence, including booking notices, letters, contracts, etc. for assigned managers. Ensures that all correspondence is 100% accurate.

Coordinates general office functions to include purchasing of office supplies, messages, contracts, answering phones, guests' requests, assisting with site inspections when needed, plus other activities assigned by management. For purposes of handling Sales Inquiry information: ensures information is accurate and thorough and asks specific questions to qualify the caller to the appropriate manager.

Audits space blocked space in Delphi as turned over by Group Sales Managers and ensures all guestroom and meeting space blocks have accurate Food and Beverage forecasting, banquet staff and guestroom/meeting room availability.

Submit proposals for smaller group inquiries on behalf of the sales managers. Respond to client calls and special requests and obtain final details, dates, times, and hotel room and meeting room requirements. Regularly follow-up with clients and maintain accurate and updated information.

Resolve requests and/or complaints to the satisfaction of the guest; inform supervisor of major problems, complaints, disturbances, or dissatisfied clients.

Input leads into DELPHI and maintain an active trace/follow-up system for all incoming inquiry calls

Produce Contracts, Form Letters, Banquet Event Orders, Daily Reports, Group Resumes and Diagrams as merged from computer operating system DELPHI

Generate complete and correct daily event schedules and reader boards

Prepare and stay on top of weekly reports and distribution

Build room blocks in Delphi, and manage small group room blocks as needed

Develop creative attractive menu presentations for potential clients

Maintain knowledge of all hotel services and features and hours of operation

Process Group Definite Booking Turnover. Handle amenity requests. Assist with groups requests (room changes, guestrooms, counts, etc.)

Cross reference banquet checks with night audit reports. Handle rooming lists for groups

Ensure correct coding of group blocks

Administer all Delphi Catering Documents-Do Contracts, Create Banquet Event Orders, Revise BEOs and make changes in book

Ensure deposit are being paid and send receipt to clients

Process commissions-group

Email Weekly Pick up report to all groups (Sales & Catering)

Coordinate the BEO process and administration, ensuring completeness & accuracy, cross reference.

Assist with Input of Delphi cleanup /maintain

Cross trains in all other disciplines within the parameters set by the sales department to assist with office coverage when another associate is out of the office, managing a shared work load.

Clocks in/out at scheduled work hours, including the 30 minute scheduled lunch hour each day. All overtime must be approved by DOS.

Schedules workload to meet deadlines of all managers.

Always works as a member of the whole Sales Team, and Sonesta Hotel Team.

Promote teamwork and quality service through daily communication and coordination with other departments. Coordinate details with other departments such as VIP amenities, special requests, or other service needs or special handling.

Enter all groups into Passkey and SynXis ensuring that clients receive booking links.

Perform other duties as assigned (guest room tours, property tours, special guest requests, answering phones and routing to appropriate sales staff, handling of mail, etc.)

Performs all other duties as assigned by the Director of Sales and Marketing.

With the purchasing of supplies they will also manage t