Sales Coordinator

Hotel Talent NYC; New York (NY); On-site; USD 42,000 - 65,000; Full time

Job summary

Hotel Talent NYC is seeking a proactive Sales Office Administrator to support the sales managers in achieving guest satisfaction through efficient administrative tasks. You will handle phones, route opportunities, manage leads, and prepare essential sales documents to support group and transient business.

The role requires strong organizational skills, prompt follow-up, and collaboration with the DOSM and sales team to ensure smooth operations.

Qualifications

• Strong organization and multitasking abilities.
• Excellent written and verbal communication in a professional setting.
• Customer-service orientation and responsiveness.

Responsibilities

• Answer sales office phones when staff unavailable.
• Route incoming opportunities to appropriate Sales Manager.
• Enter and manage leads across channels (CVENT, Salesforce, email, voicemail).
• Maintain sales inboxes and respond to inquiries promptly.
• Prepare sales documents (proposals, contracts, brochures).
• Coordinate group and transient business per contract and follow up within 5 working days.
• Assist with reservations, arrivals checks, and VIP requests as needed.
• Attend daily stand-ups and meetings to share updates.

Job description

Summary:

To support the sales managers / RDOSM in achieving customer satisfaction by performing administrative duties relating to sales, guests, and hotel communications.

Essential Functions:

• Answer sales office phones when sales staff is not available.
• Route incoming opportunities to the appropriate Group / Transient Sales Manager
• Manage all incoming leads into the sales office through various channels, including CVENT, Salesforce, email, and voicemail.
• Manage and maintain general sales and property-specific email inboxes.
• Follow up on all customers' needs and inquiries efficiently and expeditiously, either the same day or by 11 a.m. the next business day.
• Prepare sales-related documents (e.g., proposals, contracts, brochures, and promotional material) throughout the sales process.
• Coordinate all group and business transient (when required) business as contracted by the sales manager and/or DOSM. Contact and provide appropriate follow-up on all signed/contracted business within (5) working days. Determine and coordinate all customer needs.
• Assist in making reservations (individual and/or VIP), checking daily arrivals, and awarding points (as needed) while ensuring lines of communication remain open between all respective departments.
• Attend daily stand-up meetings, weekly resume, and sales/other meetings as deemed necessary.
• Develop an effective communication and information system with the hotel team to disseminate details of upcoming groups, meetings, and special events.
• Enter, retrieve, reconcile, and verify information (e.g., commissions, leads, third parties) in software involved in the sales process.
• Account Service and Management: Maintain well-documented, accurate, organized, and up-to-date file management to support client interpersonal interactions.
• Become the Hotel Planner contact and work leads from lead to contract.
• Assist with completing any required sales reports.
• Conduct site inspections as needed.
• Maintain office supplies and space as needed.

Non-Essential Functions:

• Assist with special projects as needed.

Source: Hospitality Online