Sales Coordinator

River Terrace Inn, a Noble House Hotel; Napa (CA); On-site; USD 30,000 - 44,000; Full time

Benefits offered by this job

Health benefits

401k savings plan

Paid vacation

Pay on Demand

Team Member discount

Job summary

River Terrace Inn, a Noble House Hotel in Napa Valley is seeking a Sales Coordinator to support the sales team with administrative tasks, client communications, and group-booking coordination. You will assist with lead management, proposals, contracts, and ensure smooth execution of sales activities.

The role requires hospitality experience, excellent communication, and strong organizational skills. Proficiency in Microsoft Office and familiarity with hotel PMS is expected, with Marriott CI/TY

Qualifications

• Previous experience in hospitality, sales support, or administrative roles preferred.
• Strong written and verbal communication skills.
• Excellent organizational skills with the ability to multitask in a fast-paced environment.
• Proficiency in Microsoft Office (Outlook, Excel, Word) and familiarity with hotel PMS or sales systems.
• Customer-service mindset and ability to work collaboratively with multiple departments.
• Marriott Sales CI/TY platform knowledge or experience is a plus.

Responsibilities

• Support for internal and external communication through emails, contracts, letters, memo’s, group resumes and BEOs.
• Keep both digital and hard files organized.
• Lead catcher, initial vetting process and then distribution to appropriate sales leader and/or catering only needs to ALBA.
• Deposits: Process dropped cash & check and transfer weekly to the bank.
• Ensures that all Inventory Levels are in Agreement for all Systems: Sales, Revenue and PMS.
• Rooming List: loading into PMS and managing changes and coordinating details with client and sales lead.
• Monitors group booking links and communicates updates to clients.
• Prepare accurate and detailed Banquet Event Orders (BEOs) & Group Resumes based on client contracts, event requirements, and operational needs.
• Collaborate with sales, catering, culinary, and operations teams to ensure all event details are documented correctly.
• Update and revise BEOs & resumes promptly as changes occur, maintaining accuracy and version control.
• Distribute BEOs and resumes to all relevant departments within established timelines.
• Verify event setups, menus, audiovisual requirements, and special requests are clearly outlined in each document.
• Coordinate with internal teams to resolve discrepancies or clarify unclear information prior to event execution.
• Maintain organized records of all BEOs & resumes for reference, billing, and post-event review.
• Support post-event reconciliation by ensuring details align with actual services rendered.
• In collaboration with the sales and finance teams, create invoices and process receivables for deposits, final billing, and group commissions.
• Provide site tours to potential clients as needed.

Skills

Hospitality experience

Sales support

Administrative duties

Client communications

Organizational skills

Microsoft Office

PMS familiarity

Marriott CI/TY knowledge

Tools

Microsoft Office Suite

PMS systems

Job description

Sales Coordinator at River Terrace Inn located in the heart of the Napa Valley

Come work and be part of the RTI team (River Terrace Inn). Our Napa River waterfront location includes 114 rooms, a fitness center and home to the ALBA Restaurant. The RTI is located within walking distance of restaurants, the Culinary Institute of America, Oxbow Public Market, the Napa Valley Wine Train and many other fun filled attractions.

DESCRIPTION

The Sales Coordinator supports the hotel’s sales team by handling administrative tasks, coordinating client communications, managing group bookings, and ensuring smooth execution of sales-related activities. This role helps maximize revenue by assisting with lead management, preparing proposals and contracts, and maintaining strong relationships with clients and internal departments.

EXPERIENCE AND REQUIREMENTS QUALIFICATIONS

• Previous experience in hospitality, sales support, or administrative roles preferred.
• Strong written and verbal communication skills.
• Excellent organizational skills with the ability to multitask in a fast-paced environment.
• Proficiency in Microsoft Office (Outlook, Excel, Word) and familiarity with hotel PMS or sales systems.
• Customer-service mindset and ability to work collaboratively with multiple departments.
• Marriott Sales CI/TY platform knowledge or experience is a plus.

THE JOB

Administrative:

• Support for both internal and external communication through emails, contracts, letters, memo’s, group resumes and BEOs
• Keep both digital and hard files organized
• Lead catcher, initial vetting process and then distribution to appropriate sales leader and/or catering only needs to ALBA
• Deposits: Process dropped cash & check and transfer weekly to the bank
• Ensures that all Inventory Levels are in Agreement for all Systems: Sales, Revenue and PMS

Group Services:

• Rooming List: Responsible for loading into PMS and then managing changes and coordinating details (billing, room type, dates, etc) with client and sales lead.
• Monitors group booking links and communicates updates to clients
• Prepare accurate and detailed Banquet Event Orders (BEOs) & Group Resumes based on client contracts, event requirements, and operational needs.
  • Collaborate with sales, catering, culinary, and operations teams to ensure all event details are documented correctly.
  • Update and revise BEOs & resumes promptly as changes occur, maintaining accuracy and version control.
  • Ensure BEOs and resumes are distributed to all relevant departments within established timelines.
  • Verify that event setups, menus, audiovisual requirements, and special requests are clearly outlined in each document
  • Communicate with clients to confirm event details and ensure expectations are fully captured.
  • Coordinate with internal teams to resolve discrepancies or clarify unclear information prior to event execution.
  • Maintain organized records of all BEOs & resumes for reference, billing, and post-event review.
  • Support post-event reconciliation by ensuring details align with actual services rendered.
• In collaboration with the sales and finance teams, responsible for creating invoices and processing receivables for deposits, final billing, and group commissions.
• Provide site tours to potential clients as needed

Other duties may be assigned by Hotel management. Including but not excluding:

• Evening or weekend planned special events hosted by the sales team.
• Responsible for coordination of site visits for sales leaders, rooms, function space, reservations in ALBA

OFFER

In return, our Sales Coordinator will be rewarded with competitive compensation. We offer health benefits, a Nonstop Health benefits program, paid Vacation, Pay on Demand and a 401k savings plan. In addition, team members are eligible for the Noble House Team Member and Family & Friends Rate discount Program at Noble House properties.

NOBLE HOUSE Culture

People who best fit River Terrace Inn are hard-working, reliable team players. We look for candidates with a 'can do' attitude and a willingness to learn. We are a group of individuals who share a passion for hospitality.

DEIA Statement

At River Terrace Inn, we take pride in supporting our initiatives towards Diversity, Equity, Inclusion and Accessibility. We have established a hotel committee to bring together a variety of thoughts, perspectives, and expressions – and we would love for you to share yours with the team!

WGE/SALARY DESCRIPTION

Hourly: $27.00 per hour

Noble House Hotels & Resorts is proud to encourage and support an environment where everyone can be a successful team member (come as they are) as their true authentic self. We are an equal opportunity workplace and employer that does not discriminate based on race, color, disability, gender/sex, sexual orientation, religion, national origin, age, veteran status, or any other protected status. We are committed to building a team (rooted in family) and a workplace where we are all able to be successful based solely on our individual qualifications, experience, abilities, and job performance.

Requirements

• Previous experience in hospitality, sales support, or administrative roles preferred.
• Strong written and verbal communication skills.
• Excellent organizational skills with the ability to multitask in a fast-paced environment.
• Proficiency in Microsoft Office (Outlook, Excel, Word) and familiarity with hotel PMS or sales systems.
• Customer-service mindset and ability to work collaboratively with multiple departments.