Sales Coordinator

reitmr; Milpitas (CA); On-site; USD 39,000 - 41,000; Full time

Job summary

Sonesta International Hotels is seeking a Sales Coordinator to execute the hotel's sales strategy and support the Director of Sales. You will handle contractual docs, group blocks, and reporting while delivering exceptional service to guests and clients.

Responsibilities include maintaining Delphi/Opera records, processing deposits, preparing proposals, and assisting with group billing and events. The role requires strong organization, communication skills, and flexibility to work weekends or

Qualifications

• Fluent in English; additional languages beneficial.
• Professional verbal and written communication skills.
• Strong organizational, problem-solving, and customer service skills.
• Basic mathematical skills, including percentages, budgeting, profit/loss, and variances.
• Proficiency in Microsoft Office; Opera and Delphi experience preferred.
• Ability to manage multiple priorities and meet deadlines.
• Previous hotel or hospitality experience preferred.
• Valid driver’s license required.

Responsibilities

• Maintain accurate group and reservation information in Delphi and Opera.
• Enter and modify groups, room blocks, reservations, master accounts, VIP notes, and complimentary reservations.
• Check availability and run applicable reports.
• Assist with group booking links, group resumes, proposals, contracts, and client documentation.
• Enter servicing notes and maintain accurate group files.
• Prepare turnover checklists and coordinate contract packet turnovers.
• Process group deposits once contracts are executed.
• Merge proposals, contracts, resumes, turnovers, and other group documents.
• Prepare BEO packets and manage the 30-day OTB list.
• Serve as the primary contact for group Sertifi forms related to client billing.
• Assist with group billing, banquet checks, and Accounting documentation.
• Answer the general Sales telephone line and assist guests and clients professionally.
• Maintain organized Sales files and filing systems.
• Generate reports, contracts, proposals, and other Sales documents upon request.

Skills

English fluency

Verbal and written communication

Organizational skills

Customer service

Mathematical skills

Multitasking

Hospitality experience

Microsoft Office

Opera experience

Delphi experience

Driver's license

Tools

Microsoft Office

Opera

Delphi

Job description

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

An epic blend of full-service and focused hotels in major cities, Sonesta's uniquely diverse portfolio of owned, managed, and franchised properties makes us everywhere you want to be. Driven by the human side of hospitality, we deliver service with passion, loyalty with purpose, and experiences that truly connect.

Together We Thrive -bringing quality, value, and amazing hospitality to every guest, every stay, across 1000+ properties in eight countries and counting.

Job Description Summary

The Sales Coordinator (SC) executes the sales strategy of the hotel, as defined by the Director of Sales. This includes assisting with client requests in a timely manner and efficiently handling all inquiries in absence of the Director of Sales. 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.

Job Description

DUTIES & RESPONSIBILITIES

Sales Systems & Group Support

• Maintain accurate group and reservation information in Delphi and Opera.
• Enter and modify groups, room blocks, reservations, master accounts, VIP notes, and complimentary reservations.
• Check availability and run applicable reports.
• Assist with group booking links, group resumes, proposals, contracts, and client documentation.
• Enter servicing notes and maintain accurate group files.
• Prepare turnover checklists and coordinate contract packet turnovers.
• Process group deposits once contracts are executed.
• Merge proposals, contracts, resumes, turnovers, and other group documents.
• Prepare BEO packets and manage the 30-day OTB list.
• Serve as the primary contact for group Sertifi forms related to client billing.
• Assist with group billing, banquet checks, and Accounting documentation.

Administrative & Office Support

• Answer the general Sales telephone line and assist guests and clients professionally.
• Maintain organized electronic and hard-copy Sales files and filing systems.
• Order office supplies, toner, and equipment as needed.
• Monitor office equipment and coordinate repairs when necessary.
• Handle group packages and mail distribution and maintain appropriate records.
• Generate reports, contracts, proposals, and other Sales documents upon request.

Events, Amenities & Collateral

• Create meeting room signage, directional signs, meal tickets, and drink tickets.
• Assist with group resumes, including photographs, website information, and group pickup.
• Coordinate guest and client amenities, including processing amenity cards.
• Generate and record Hotel Gift and Complimentary Certificates.
• Assist with creating and printing Sales collateral.
• Support special events and other hotel functions as assigned.

Service, Compliance & Teamwork

• Deliver exceptional Sonesta Service in all interactions with guests, clients, and associates.
• Execute directives from the Director of Sales and Regional Sales Director.
• Communicate operational issues that may impact Sales performance.
• Follow all federal, state, and local laws, as well as hotel and Sonesta policies, including health, safety, food, and alcohol service requirements.
• Attend all required training and learn additional databases or systems as introduced.
• Perform other duties as assigned.

QUALIFICATIONS & REQUIREMENTS

• Fluent in English; additional languages beneficial.
• Professional verbal and written communication skills.
• Strong organizational, problem-solving, and customer service skills.
• Basic mathematical skills, including percentages, budgeting, profit/loss, and variances.
• Proficiency in Microsoft Office; Opera and Delphi experience preferred.
• Ability to manage multiple priorities and meet deadlines.
• Previous hotel or hospitality experience preferred.
• Valid driver's license required.

PHYSICAL REQUIREMENTS

• Frequently stand, bend, climb, kneel, and move throughout the hotel.
• Frequently handle office equipment, files, and other materials.
• Ability to lift, carry, or pull items weighing up to 25 pounds.
• Ability to work flexible hours, including weekends, holidays, and special events as needed.

BENEFITS

• Medical, Dental, and Vision Insurance
• Health Savings Account with Company Match
• 401(k) Retirement Plan with Company Match
• Paid Vacation and Sick Days
• Sonesta Hotel Discounts
• Educational Assistance
• Paid Parental Leave
• Company-Paid Life Insurance
• Company-Paid Short- and Long-Term Disability Insurance
• Various Employee Perks and Discounts

Pay Range

Pay ranges from $28.00 to $30.00 per hour. Base pay offered may vary depending on various factors including but not limited to job related knowledge, skills, and job specific experience/overall experience.