Sales Coordinator

HEI Hotels; United States; Remote; USD 33,000 - 34,000; Full time

Benefits offered by this job

Competitive Medical & Dental

Vision insurance

Vacation, Sick & Holiday

Pet insurance

Life insurance

401(k) with matching

Hotel room discounts

YouDecide program

Job summary

HEI Hotels and Resorts is seeking an Administrative Assistant to support the Sales Team in hotel sales and management tasks. You will liaise with clients, handle inquiries, prepare contracts, and maintain accurate records.

The role emphasizes strong communication, administrative skills, and the ability to coordinate with multiple departments to ensure smooth operations. This is a full-time on-site position with benefits.

Qualifications

• Hotel experience and basic administrative know-how.
• Proficient in business letters and phone etiquette.
• Able to input information accurately into a computer.

Responsibilities

• Liaise between Sales Manager and clients.
• Handle booking inquiries by phone and prepare paperwork.
• Enter data, produce contracts, forms, and memos.
• Answer calls clearly and pleasantly.
• Direct caller requests and record messages promptly.
• Distribute documents to staff and locations for timely processing.
• Transport documents within the hotel as needed.
• Manage VIP reservations and ensure upgrades are coordinated.
• Organize and file essential records for department operations.
• Attend regularly and perform other duties as assigned.

Skills

Hotel experience

Administrative knowledge

Customer service

Microsoft Office

Clear instructions

Stamina and posture

Filing systems

Written and verbal comms

Adaptive communication

Job description

About Us

Located in the vibrant heart of downtown, the Baltimore Marriott Inner Harbor at Camden Yards offers exceptional opportunities for our valued associates. Positioned for convenience with easy access to public transit and a discounted on-site parking option, commuting is effortless. Our team members enjoy complimentary meals, uniforms, and a wide range of career advancement possibilities—allowing you to build a fulfilling career while supporting your family and loved ones. Whether you seek a full-time position or a flexible part-time role, we welcome you to become part of our close-knit family. By joining us, you’ll be part of a passionate, fun-loving team that works hard and supports each other. As a member of the HEI family, you will experience the benefits of the HEI Loves culture, which is dedicated to celebrating our associates through competitive compensation, comprehensive benefits, and generous paid time off. Beyond the basics, our associates enjoy health and wellness programs, robust retirement plans, travel benefits, product and service discounts, and much more. At the Baltimore Marriott Inner Harbor, we’re committed to supporting you every step of the way, both professionally and personally.

At HEI we are dedicated to building a diverse and inclusive workplace, so if you're excited about this role but your experience doesn't align perfectly with every qualification in the job description, you may be the perfect candidate for this or for other roles within our organization! We value U.S. military experience.

Compensation

Compensation Salary Range: $24.00 - $25.00 Hourly Tipped/Service Charge Eligible? No Discretionary Performance Bonus Eligible? No

Overview

Assist the Sales Team in the administrative functions required for effective hotel sales and management.

Essential Duties and Responsibilities

• Act as Liaison between Sales Manager(s) and clients in Sales Manager's absence.
• Take booking inquiry information via phone and prepare proper paperwork.
• Uses various computer word processing and other software packages to enter data, produce contracts, correspondence, forms, memorandum, and other documents.
• Answer telephone and respond to caller inquiries speaking in a clear and pleasant manner.
• Exercise decision making skills to direct caller’s request.
• Accurately record messages for staff and distribute the written messages to the staff members in a timely manner.
• Distribute documents to appropriate persons and locations to ensure prompt processing of time sensitive information by hotel and supplier staff.
• Transport documents weighing up to 10 pounds to offices, mailrooms, and other locations throughout the hotel building.
• Retrieve documents from and place documents into proper receptacles located up to 6 feet high, such as mailboxes, file cabinets, etc.
• Handle individual reservations for VIP clients.
• Ensure that all arrangements, including upgrades, are handled properly, coordinating with other departments through oral and written instruction.
• Organize, file, and retrieve documents in appropriate binders in order to maintain essential records used in the department operation.
• Comply with attendance rules and be available to work on a regular basis.
• Perform any other job-related duties as assigned.

Qualifications and Skills

• Hotel experience preferred.
• Basic administrative knowledge such as business letters, formats, and telephone etiquette.
• Ability to effectively deal with internal and external customers, some of whom will require high levels of patience, tact, and diplomacy.
• Ability to access and accurately input information into a computer using Microsoft Office Suite.
• Ability to follow written and verbal instructions.
• Ability to stand and/or sit and continuously perform essential job functions for duration of shift with or without reasonable accommodation.
• Ability to set-up and maintain filing systems.
• Effective verbal and written communication skills.
• Ability to adapt communication style to suit different audiences, such as effectively communicating with supervisors, coworkers, public etc.

Benefits

HEI Hotels and Resorts is committed to providing a comprehensive benefit program that offers you choices for your physical, mental and financial wellness, creating value in your most important investment - you!

• competitive Medical and Dental programs through Anthem Blue Cross Blue Shield
• Vision insurance programs through EyeMed
• Vacation, Sick and Holiday programs
• pet insurance through the ASPCA
• Supplemental, Spousal and Child Life insurance as well as Short and Long-Term Disability plans
• 401(k) Savings Plan with matching funds, and discounts through our 'YouDecide' and Hotel Room Discount programs

Specific details and eligibility of these programs vary by location and employment status.

HEI Hotels and Resorts is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.

Welcome to HEI Hotels and Resorts' Career Page.

Recognizing that our success starts and ends with our associates under our pioneering culture of HEI Loves, we invest in and develop the most passionate and talented people in our industry. We show our 'love' to our associates by providing market-leading compensation packages, generous PTO and flex-time initiatives, outstanding career development and advancement opportunities, and job-appropriate assets and resources. We’re always looking for associates who share our passion for hospitality. With a variety of world-class brands in our portfolio, hotel locations throughout the United States, and an unparalleled suite of tools, technology, and training, we’re able to provide our associates with a truly unique opportunity to grow and build their future. Find the career that aligns with your goals by beginning your online search today. Work today, get paid today! We proudly partner with DailyPay, a voluntary benefit that allows our associates access to their earnings when they want them.