Sales Coordinator

The Meritage Resort & Spa – Napa, CA; Napa (CA); On-site; USD 30,000 - 33,000; Full time

Job summary

The Meritage Resort & Spa – Napa, CA is seeking a Sales Coordinator to provide administrative, operational, and client-support assistance to the Sales team. You will manage inquiries, prepare proposals and contracts, and ensure smooth handoffs from sales to operations.

Key collaboration across Sales, Revenue Management, Marketing, Reservations and Operations to ensure timely, accurate client service and revenue generation. Experience in luxury resort settings is a plus.

Qualifications

• Bachelor’s degree preferred in Hospitality, Business, Marketing or related field.
• 1–3 years of experience in hotel sales, catering, or hospitality operations.
• Experience in luxury or resort environments is a plus.

Responsibilities

• Prepare proposals, contracts, addendums and banquet event orders.
• Manage inquiries and distribute leads per procedures.
• Maintain CRM records and track bookings, deposits and milestones.
• Coordinate internal communications between Sales, Revenue Management, Marketing, Reservations and Operations.
• Support site inspections, client communications, and post-event follow-ups.

Skills

CRM proficiency

Microsoft Office

Analytical thinking

Education

Bachelor’s degree preferred

Tools

Delphi

Salesforce

PMS

Microsoft Excel

Microsoft Word

PowerPoint

Job description

Pacific Hospitality Group provides a unique value proposition to investors and team members through our owner/operator approach. We are a family focused company committed to long term holds that enable us to grow our business and our team members. Our vision is to enrich people’s lives by offering memorable experiences, giving back to our communities and honoring God in all that we do. We are focused on long-term value creation and sustainable growth.Our Guiding Principles:Integrity, Compliance, Value Creation, Principled Entrepreneurship, Customer Focus, Knowledge, Change, Humility, Respect, & FulfillmentThis position pays $22.00 hour to $24.50Position SummaryThe Sales Coordinator provides administrative, operational, and client-support assistance to the Sales team to ensure efficient handling of group and leisure business opportunities. This role plays a critical part in supporting revenue generation by managing inquiries, preparing proposals and contracts, coordinating internal communication, and ensuring seamless transition from sales to operations.The Sales Coordinator serves as a key liaison between Sales, Revenue Management, Marketing, Reservations, and Operations to ensure accuracy, timeliness, and exceptional client service.Key Responsibilities1. Sales Administrative SupportPrepare proposals, contracts, addendums, and banquet event orders (as applicable).Manage incoming inquiries and distribute leads according to established procedures.Maintain accurate and updated records in the CRM and sales systems.Track tentative, definite, and lost business.Support RFP responses and follow-up communications.Assist with site inspection preparation and post-site follow-ups.2. Contract & Documentation ManagementEnsure contracts are accurate, complete, and compliant with company standards.Coordinate internal review and approval processes.Track deposit schedules and key contract milestones.Maintain organized electronic and physical filing systems.3. Revenue & Reporting SupportAssist in compiling weekly and monthly sales reports.Track booking pace, production, and segment performance.Monitor cut-off dates, rooming lists, and block management in coordination with Revenue and Reservations.Support forecasting processes with updated sales activity data.4. Client & Internal CommunicationAct as point of contact for client inquiries when Sales Managers are traveling or unavailable.Coordinate communication between clients and operational departments.Ensure timely and professional responses to all inquiries.Facilitate turnover meetings from Sales to Operations.5. Event & Operational CoordinationSupport group detailing process and internal distribution of event documentation.Coordinate site visit logistics, welcome amenities, and presentation materials.Assist with execution support for key client events when required.QualificationsEducation & ExperienceBachelor’s degree in Hospitality, Business, Marketing, or related field preferred.1–3 years of experience in hotel sales, catering, or hospitality operations preferred.Experience in luxury or resort environments is a plus.Technical SkillsProficiency in CRM systems (e.g., Delphi, Salesforce, etc.).Knowledge of PMS and revenue systems preferred.Strong Microsoft Office skills (Excel, Word, PowerPoint).Ability to analyze basic sales and production reports.Core CompetenciesOrganizational Excellence – Manages multiple deadlines with strong attention to detail.Communication Skills – Professional verbal and written communication.Analytical Thinking – Understands sales data and supports revenue-driven decisions.Service Orientation – Client-focused mindset with a sense of urgency.Collaboration – Works cross-functionally with Revenue, Marketing, and Operations.Confidentiality & Professionalism – Handles sensitive client and financial information appropriately.Performance MetricsTimeliness and accuracy of contract preparationLead response time and follow-up consistencyCRM data integrity and reporting accuracySupport of booking pace and group block managementClient satisfaction feedbackReporting StructureReports to: Director of SalesWorks closely with: Sales Managers, Revenue Management, Reservations, Marketing, Catering & Events, Front Office-We provide equal employment opportunities to all employees and applicants for employment and prohibit 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.This policy applies to all terms and conditions of employment including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.