Sales Coordinator

PHX MC Operations, LLC; United States; On-site; USD 40,000 - 60,000; Full time

Job summary

PHX MC Operations, LLC is hiring a Sales Coordinator to deliver operational and administrative support for the hotel’s Sales Team. This role will involve managing leads, preparing sales documents, and ensuring exceptional client communication.

The ideal candidate will possess excellent communication skills, attention to detail, and experience in hospitality sales. Your contributions will play a crucial role in enhancing the overall guest experience and revenue generation.

Qualifications

• 1-2 years of experience in hotel sales or related field required.
• Ability to work independently and collaboratively as part of a team.
• Experience supporting luxury or full-service hotel sales teams.

Responsibilities

• Provide administrative support to the Sales Team.
• Coordinate sales inquiries, leads, proposals, and contracts.
• Maintain accurate client and sales activity information.

Skills

Excellent verbal and written communication skills

Strong organizational abilities

Proficiency in Microsoft Office Suite

Customer service skills

Attention to detail

Education

High school diploma or equivalent

Bachelor’s degree preferred

Tools

Microsoft Office Suite

Delphi

Salesforce

Job description

Sales Coordinator

The Sales Coordinator provides administrative and operational support to the hotel’s on-site Sales Team, including the Director of Sales, Group Sales Manager, Catering Sales Manager, BT Sales Manager, and National Sales Office. This role supports revenue-generating activities through lead management, proposal and contract preparation, client communication, reporting, site visit coordination, group and catering support, VIP reservation coordination, and sales system administration.

Responsibilities

• Provide administrative and operational support to the property’s Sales Team.
• Coordinate sales inquiries, leads, proposals, contracts, turnovers, correspondence, and client follow-up.
• Maintain accurate client, account, reservation, group, and sales activity information in CRM and hotel systems.
• Prepare reports, presentations, contracts, proposals, group resumes, BEO-related materials, and other sales documents as needed.
• Support group and catering sales activities, including site inspections, client visits, event coordination, and internal communication.
• Coordinate VIP reservations, group details, special requests, and client needs in partnership with hotel operations teams.
• Serve as a liaison between clients, Sales, Front Office, Reservations, Catering, Banquets, and other hotel departments to support seamless communication and execution.
• Attend sales meetings, banquet/event meetings, resume meetings, and other operational meetings as required.
• Respond professionally to guest, client, and internal inquiries, resolving issues within scope and escalating concerns appropriately.
• Maintain organized records, filing systems, office supplies, sales documentation, and shared department resources.
• Support hotel events, promotional initiatives, grand opening activities, and special projects.
• Follow all hotel safety, security, confidentiality, and compliance policies and promptly report unsafe conditions, incidents, or unusual situations to management.
• Perform additional duties as assigned.

Qualifications

• Excellent verbal and written communication skills.
• Strong organizational, multitasking, and time-management abilities.
• Exceptional attention to detail and commitment to accuracy.
• Ability to provide outstanding customer service to guests, clients, vendors, and internal teams.
• Professional demeanor consistent with luxury hospitality standards.
• Ability to maintain confidentiality and handle sensitive guest, client, and business information appropriately.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to learn and use hotel sales, CRM, reservation, and reporting systems.
• Ability to work independently with minimal guidance and collaboratively as part of a team.
• Ability to remain calm, professional, and solution-oriented during busy periods, guest concerns, or urgent situations.
• Ability to work a flexible schedule based on business needs, including weekends, holidays, alternate shifts, and occasional events.
• Ability to complete required training as scheduled and maintain a clean, professional appearance.
• High school diploma or equivalent required; bachelor’s degree preferred.
• One to two years of experience in hotel sales, hospitality administration, catering, events, reservations, front office, or a related field; two or more years ideal.
• Experience supporting luxury or full-service hotel sales teams.
• Knowledge of group sales, catering operations, site inspections, BEOs, resumes, and hospitality sales processes.
• Experience with Delphi, Salesforce, or similar sales and CRM platforms preferred.
• Familiarity with the Phoenix market is a plus.
• Physical requirements: Ability to sit, stand, walk, and move throughout the hotel for extended periods; lift and carry up to 25 pounds occasionally; operate standard office equipment; attend client events, site tours, hotel functions, and operational meetings as required.

OS&E Coordinator – New Hotel Opening

The OS&E Coordinator is responsible for planning, purchasing, tracking, receiving, storing, and distributing all Operating Supplies & Equipment (OS&E) required for the successful opening of the hotel. This role works closely with the project team, ownership, procurement, contractors, designers, and hotel department leaders to ensure all operational supplies, furniture, fixtures, equipment, and office materials are installed, organized, and ready for opening day.

Responsibilities

• Coordinate all OS&E procurement activities from project initiation through hotel opening.
• Develop and maintain OS&E budgets, inventories, procurement schedules, and tracking reports.
• Coordinate receiving, warehousing, inventory control, and distribution of all OS&E items.
• Assist with the delivery, assembly, placement, and installation of furniture, fixtures, and operational equipment throughout the hotel.
• Support the setup and organization of guest rooms, public spaces, back-of-house areas, offices, and operational departments.
• Assist department leaders with setting up offices, including furniture placement, office supplies, filing systems, and operational materials.
• Coordinate the movement and relocation of furniture, equipment, and supplies as operational needs change during the pre-opening phase.
• Work alongside contractors, vendors, and hotel staff to ensure departments are fully equipped and operational according to the opening schedule.
• Conduct quality inspections of delivered goods and report damaged, missing, or incorrect items.
• Maintain accurate inventory records, asset documentation, and storage organization.
• Monitor purchase orders, invoices, and expenditures to ensure budget compliance.
• Assist with room and departmental installations, mock operations, and opening readiness activities.
• Support hotel leadership with special projects and operational tasks necessary to achieve a successful opening.

Physical Requirements

• Frequently walk, stand, crouch/bend/stoop, reach, smell, and push/pull; constantly hear and talk.
• Occasionally sit, grasp, and lift objects weighing up to 50 pounds or more.
• Require near vision; occasionally close and far vision.
• Finger dexterity to operate a point-of-sale system, use a jigger, and stir with a bar spoon.

Equal Employment Opportunity

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.