Sales Coordinator

Apolis; Pasadena (CA); On-site; USD 34,000 - 36,000; Full time

Benefits offered by this job

Paid Vacation and Sick Time

Health Insurance

Employee discounts

Job summary

Welcome Group Inc. – AC Hotel Pasadena is seeking a Sales Coordinator to support the sales team with daily administrative duties, coordinating group bookings, catering events, and meetings.

You will maintain client information, prepare proposals, and liaise with hotel departments to ensure smooth execution of group and catering details. The ideal candidate is highly organized, detail-oriented, and professional in handling inquiries from clients and vendors.

Qualifications

• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Strong customer service skills with a professional attitude.
• Ability to work independently while supporting a team.
• Hospitality/administrative or sales support experience preferred.
• Experience with hotel sales systems is a plus.

Responsibilities

• Provide daily administrative support to the Director of Sales & Marketing and Sales Manager.
• Assist with coordinating group bookings, catering events, meetings, and other sales activities.
• Prepare, update, and maintain sales documents, reports, and correspondence.
• Enter and maintain accurate client information, group details, and sales records in hotel systems.
• Handle confidential information with professionalism and discretion.
• Answer phone calls, respond to emails, and assist with client inquiries promptly.
• Greet and assist clients, visitors, and vendors, directing them to the appropriate team members.
• Schedule appointments, client meetings, site tours, and internal sales meetings.
• Support communication between the Sales Team and other hotel departments.
• Assist with preparing proposals, contracts, and other sales-related documents.
• Monitor and distribute incoming mail and messages; operate office equipment as needed.
• Attend department meetings and assist with follow-up tasks.
• Maintain a positive, professional attitude when interacting with guests and colleagues.
• Report guest concerns or client issues to management promptly.

Skills

Strong organizational skills

Attention to detail

Excellent written and verbal коммуника

Multitasking in fast-paced environment

Customer service orientation

Independent work style with teamwork

Hospitality experience preferred

Education

High school + 2+ years experience

Tools

Microsoft Office

Hotel sales systems

Job description

Job Title: Sales Coordinator

Pay Range: $25/Hr - $26/Hr (Depending On Experience)

Location: AC Hotel Pasadena, CA

Employment Type: Hourly, Full Time

POSITION SUMMARY

The Company operates 24 hours a day and 7 days a week, so operational demands require variations in shift days, starting and ending times, and hours worked in a week.

Welcome Group Inc. – AC Hotel Pasadena is seeking a highly organized and motivated Sales Coordinator to support our Sales Team. This role will assist the Director of Sales & Marketing and Sales Manager with daily administrative tasks, ensuring all group and catering details are handled accurately and on time. The ideal candidate is detail-oriented, proactive, and committed to providing excellent service to both clients and team members.

ESSENTIAL FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Provide daily administrative support to the Director of Sales & Marketing and Sales Manager.
• Assist with coordinating group bookings, catering events, meetings, and other sales-related activities.
• Prepare, update, and maintain sales documents, reports, correspondence, and other materials as needed.
• Enter and maintain accurate client information, group details, and sales records in hotel systems.
• Handle confidential information and administrative assignments with professionalism and discretion.
• Answer phone calls, respond to emails, and assist with client inquiries in a timely and professional manner.
• Greet and assist clients, visitors, and vendors, directing them to the appropriate team members.
• Organize and maintain sales files, contracts, records, and other important documents.
• Assist with scheduling appointments, client meetings, site tours, and internal sales meetings.
• Support communication between the Sales Team and other hotel departments to ensure group and catering details are properly coordinated.
• Assist with preparing proposals, contracts, and other sales-related documents as directed by the Sales Team.
• Monitor and distribute incoming mail, messages, and other correspondence.
• Operate office equipment and assist with ordering office supplies as needed.
• Help resolve routine administrative issues and respond to general inquiries.
• Attend scheduled department meetings and assist with follow-up tasks as needed.
• Maintain a positive, professional, and helpful attitude when communicating with guests, clients, vendors, and team members.
• Report guest concerns, client dissatisfaction, or other important matters to management promptly.
• Follow all hotel policies and procedures, including safety, security, and emergency guidelines.
• Maintain regular attendance, arrive on time, and follow assigned work schedules.
• Assist with special projects and other duties as assigned by management.

QUALIFICATIONS

The Company may consider equivalent combination of acceptable education and experience providing the knowledge, skills and abilities cited below.

• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment
• Proficiency in Microsoft Office, including Word, Excel, and Outlook
• Strong customer service skills with a professional and positive attitude
• Ability to work independently while supporting a team
• Previous administrative, sales support, or hospitality experience preferred
• Experience with hotel sales systems is a plus

Education and Experience:

High school education plus two or more years of secretarial or equivalent experience. Experience in the hospitality industry and knowledge of common industry terms and practices preferred.

Skills and Abilities:

Ability to type 50 or more words per minute along with Microsoft Office fluency - Word, Excel, Power Point. Ability to timely compile facts/figures, identify and investigate issues and resolve matters. Ability to follow an appropriate course of action based on management’s direction and Company policies and procedures. Ability to operate a computer, calculator, phone and other office equipment. Attention to details with strong organizational and efficient time management skills.

Consistent professional attitude and behavior with effective listening and strong communication skills. Ability to work in a fast paced environment, sometimes under pressure, while remaining flexible and efficient. Ability to satisfy the legal requirements for employment within the jurisdiction.

Working Conditions & Physical Effort:

Work is performed at a desk in an interior office. While performing job duties, the associate speaks, listens, completes documents, processes requests and operates office equipment such as a telephone, calculator, computer, copier and fax. Physical requirements include extended periods of standing and/or walking, bending, reaching, pulling, pushing, kneeling, and lifting up to 40 pounds. The job requires close vision with or without corrective lenses.

Disclaimer:

All Employees are expected to accommodate any reasonable request of any manager.

Benefits

• Paid Vacation and Sick Time
• Health Insurance
• Employee discounts

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