Sales Coordinator

Pacific Hospitality Group; Napa (CA); On-site; USD 30,000 - 34,000; Full time

Job summary

Pacific Hospitality Group is seeking a Sales Coordinator to support the Sales team with administrative tasks, proposals, contracts, and client communications in a luxury hospitality setting in Napa, CA. You will work across Sales, Revenue Management, Marketing, Reservations, and Operations to ensure accurate, timely responses and exceptional service.

The role supports revenue generation, contract management, and event coordination, with emphasis on accuracy, processing, and cross-functional

Qualifications

• Bachelor’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.

Responsibilities

• Prepare proposals, contracts, addendums, and banquet event orders.
• Manage inquiries and distribute leads per procedures.
• Maintain CRM and sales system records; track tentative, definite, and lost business.
• Support RFP responses and follow-up communications; assist with site inspection prep.
• Coordinate communication between Sales, Revenue Management, Marketing, Reservations, and Operations.

Skills

Organizational excellence

Communication skills

Analytical thinking

Service orientation

Collaboration

Confidentiality

Attention to detail

Education

Bachelor’s degree in Hospitality, Business, Marketing, or related field preferred

Tools

CRM systems (Delphi, Salesforce)

PMS & revenue systems

Microsoft Office Suite

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, & Fulfillment

This position pays $22.00 hour to $24.50

Position Summary

The 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 Responsibilities

1. Sales Administrative Support

• Prepare 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 Management

• Ensure 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 Support

• Assist 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 Communication

• Act 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 Coordination

• Support 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.

Qualifications

Education & Experience

• Bachelor’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 Skills

• Proficiency 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 Competencies

• Organizational 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 Metrics

• Timeliness and accuracy of contract preparation
• Lead response time and follow-up consistency
• CRM data integrity and reporting accuracy
• Support of booking pace and group block management
• Client satisfaction feedback

Reporting Structure

• Reports to: Director of Sales
• Works 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.