Sales Coordinator

Pacific Hospitality Group; Napa, Northern (CA, KY); Hybrid; USD 26,000 - 34,000; Full time

Job summary

The Meritage Resort & Spa in Napa, CA seeks a Sales Coordinator to provide administrative, operational, and client-support help to the Sales team, handling inquiries, proposals, contracts, and handoffs to operations.

You will coordinate with Revenue Management, Marketing, Reservations, and Operations to ensure accurate records in the CRM, timely responses, and seamless turnover from Sales to Operations. This role requires a Bachelor’s degree and 1–3 years in hotel sales or hospitality operations.

Qualifications

• Bachelor’s degree 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 according to procedures.
• Maintain CRM records with accuracy and timeliness.
• Track tentative, definite, and lost business; support RFPs.
• Coordinate site inspection prep and post-site follow-ups.
• Ensure contracts are accurate and compliant with standards.
• Track deposits and key milestones; support forecasting with updated data.
• Serve as liaison between clients and operations; ensure timely responses.
• Assist with site visit logistics and event materials; support execution when needed.

Skills

CRM systems

Delphi

Salesforce

PMS & revenue systems

MS Office

Education

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

Tools

Delphi CRM

Salesforce CRM

PMS modules

Revenue management systems

Job description

## Sales CoordinatorApply: The Meritage Resort & Spa – Napa, CA: Full time: Posted Today: JR100524**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**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.*