Sales Coordinator

Phoenix American Hospitality; Rogers (AR); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Medical, Dental, Vision Insurance

401(k) Retirement Plan

Paid Time Off

Employee Incentive Program

Hotel stay perks (Marriott, Hilton)

Job summary

PAH Management is seeking a Sales Coordinator to support group bookings, client communications, and event logistics across our Bentonville, AR properties. The role serves as a bridge between the sales team and hotel operations to ensure a smooth handoff from initial inquiry through event execution.

The position emphasizes Delphi FDC system use for block management, billing, and BEO preparation. A hospitality sales background, strong organization, and cross-department communication are essential.

Qualifications

• One or more years of experience in hotel sales, hospitality administration, or a closely related role.
• Proficiency with hotel property management systems; experience with Delphi FDC or similar group sales platform preferred.

Responsibilities

• Coordinate group room blocks in the Delphi FDC/PMS system and manage entry of rooming lists.
• Manage group booking transitions from tentative to definite and ensure accurate handoffs.
• Enter group pickup and billing details and coordinate with Guest Service Manager for billing accuracy.
• Create event proposals and contracts using Delphi FDC; gather event details with clients to ensure successful events.
• Prepare BEOs for kitchen staff and host weekly banquet meetings with department heads.
• Greet clients before events and follow up post-event to gather feedback and foster repeat business.
• Communicate group needs and event details to guest services, housekeeping, and F&B teams.

Skills

Organizational skills

Written and verbal communication

Team collaboration

Attention to detail

Delphi FDC proficiency

Tools

Delphi FDC

Job description

The Sales Coordinator is responsible for sales administration, group block coordination, client communication, and event support across both properties. The Sales Coordinator serves as a key operational link between the sales team and other hotel departments, helping to ensure a smooth, high-quality experience from initial booking through event completion.

What You'll Do

Group and Reservation Management

• Coordinate group room blocks in the Delphi FDC/PMS system, including entry of rooming lists prior to reservation cut-off dates.
• Manage group booking transitions once a group goes definite, ensuring accurate transfer of all details from the sales team.
• Enter group pickup and billing information accurately into Delphi; coordinate with the Guest Service Manager to ensure special billing arrangements are entered into the PMS correctly.
• Collect and process all methods of payment in compliance with property and brand standards.

Client Relations and Event Support

• Create event proposals and contracts using Delphi FDC; work closely with clients to obtain and update all event details to ensure a successful event.
• Prepare Banquet Event Orders (BEOs) for kitchen staff and host weekly BEO meetings with department heads.
• Greet clients prior to events to confirm all arrangements are in place and expectations are met.
• Follow up with client’s post-event to gather service feedback, express appreciation, and cultivate repeat and referral business.
• Respond promptly and professionally to client inquiries, issues, and special requests to ensure a quality experience.
• Communicate group needs, special requests, and event details to guest services, housekeeping, and food and beverage teams.
• Prepare group turnovers for operational department heads to support seamless execution.
• Work closely with kitchen and banquet staff to ensure all event requirements are clearly communicated and delivered.
• Notify relevant departments of customer specifications in a timely manner and elevate issues as needed.
• Maintain accurate, organized records and files to support group history, future bookings, and quality service continuity.
• Develop and maintain relationships with key corporate, business, and travel industry accounts to support market share growth.
• Coordinate property participation in seasonal wedding vendor shows and other industry events as directed.
• Assist with general sales office administrative duties as needed, including correspondence, filing, and report preparation.
• Complete special projects and other responsibilities as assigned.

What You Bring

Required

• One or more years of experience in hotel sales, hospitality administration, or a closely related role.
• Proficiency with hotel property management systems; experience with Delphi FDC or similar group sales platform preferred.
• Strong organizational skills with the ability to manage multiple priorities accurately and on deadline.
• Clear and professional written and verbal communication skills.
• Ability to work collaboratively with multiple departments and adapt to shifting priorities.
• High attention to detail and commitment to data accuracy in booking and billing processes.

Preferred

• Experience supporting sales teams for a hotel operation.
• Familiarity with Marriott brand systems and standards.
• Demonstrated ability to build and maintain client relationships over time.

Work Environment and Physical Requirements

• This position is based on-site in Bentonville, AR..
• Requires the ability to sit, stand, and move throughout the work area for extended periods.
• Occasional lifting or carrying of materials up to 20 pounds.
• Must maintain a professional appearance and wear a name tag in accordance with PAH standards.
• Schedule may vary based on group and event needs; flexibility for occasional evenings or weekends may be required.

• Medical, Dental, and Vision Insurance
• Short-Term and Long-Term Disability
• 401(k) Retirement Plan

• Term Life and AD&D Insurance
• Employee Incentive Program
• Voluntary Life Insurance (self, spouse, child) Accident, Critical Illness, Hospital Indemnity
• Hotel Stay Perks (Marriott, Hilton)
• Educational Reimbursement
• Paid Time Off
• Manager in Training Program (where applicable)

About PAH Management

PAH Management is a Dallas-based hotel ownership and management company operating a portfolio of select-service properties across multiple states under Marriott and Hilton brands. We are dedicated to developing a culture that places associates first while becoming America's preferred hotel management company.

Equal Opportunity Employer

Phoenix American Hospitality Management, LLC is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by applicable law.