Sales Coordinator (Hotel Swexan)

Hôtel Swexan; Dallas (TX); On-site; USD 42,000 - 56,000; Full time

Job summary

Hôtel Swexan in Dallas, TX, is seeking a Sales Coordinator to provide essential administrative and operational support to the Sales team, ensuring a seamless process from inquiry to event execution.

You will liaise with Sales, Event Services, Operations, and other departments, manage calendars and client communications, and help prepare proposals, contracts, and presentations while delivering the elevated service standards of Hôtel Swexan.

Qualifications

• 1–2 years of experience in luxury hotel, upscale hospitality, sales, events, or administrative support preferred
• Prior experience in hotel sales, catering, convention services, or hospitality operations is preferred
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment
• Excellent written and verbal communication skills
• Strong attention to detail with the ability to maintain accuracy and follow through on tasks
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Experience with hotel sales systems, CRM platforms, Delphi, CVENT, or similar programs preferred
• Ability to learn and utilize hospitality technology systems effectively
• Professional communication skills with a guest-focused and team-oriented approach
• Ability to build positive relationships with clients, team members, and leadership

Responsibilities

• Provide administrative support to the Sales team, including maintaining calendars, preparing correspondence, organizing files, and assisting with daily sales activities
• Support Sales Managers with client inquiries, proposals, contracts, presentations, and follow-up communication
• Assist with the preparation and organization of sales materials, client presentations, and internal meeting documents
• Maintain accurate client information, sales activity, and booking details within hotel sales systems and databases
• Assist with lead tracking, reporting, and organization of sales opportunities and account information
• Coordinate communication between Sales, Event Services, Revenue Management, Culinary, and Operations teams to ensure alignment on client expectations
• Assist with site inspections, client meetings, and sales appointments as needed
• Support group bookings, corporate accounts, social events, and catering opportunities through administrative coordination
• Participate in sales meetings, pipeline reviews, and internal coordination meetings
• Provide on-property support for client visits, events, and special projects as required
• Maintain a professional and service-oriented approach when communicating with guests, clients, and internal teams
• Perform additional duties and special projects as assigned by Sales leadership

Skills

Luxury hospitality

Sales experience

Organizational skills

Communication skills

Attention to detail

Microsoft Office

CRM platforms

Delphi

CVENT

Hospitality technology

Relationship building

Team collaboration

Tools

Microsoft Office Suite

Delphi

CVENT

CRM platforms

Job description

Company Overview Harwood Hospitality Group, Dallas’ premier Hospitality owner-operator, introduces its most complete expression of a multi-generational vision in Harwood District’s first hotel, Hôtel Swexan.

The Hotel is a new destination, with an uncompromising mission that values experience above all. It is a place like no other that draws inspirations from the world’s greatest cities – New York, London, Paris – together in one location to create something completely new. Local expertise with an international influence. Classic and contemporary, the hotel is a twist on conventions.

Part collection, part creativity, and always elegant. Guests stay to get lost – in culture and conversation. The Hotel is a world of its own, a meeting place, a hideaway, a stomping ground. For celebration or solitude.

Designed with all generations in mind, Harwood District’s hotel plays host to an eclectic mix of personalities. It is a timeless setting where locals mix with out-of-towners and old souls encounter the young at heart.

Intimate, immersive, and transportive. Hôtel Swexan has a surprise around every corner. Forget, for a second, where you came from, and leave with a memory that keeps you coming back.

Position Summary

The Sales Coordinator provides essential administrative and operational support to the Sales team, ensuring a seamless sales process and exceptional client experience from initial inquiry through event execution. This role supports the hotel’s overall sales strategy by assisting with client communications, sales documentation, account organization, and internal coordination.

The Sales Coordinator serves as a key liaison between Sales, Event Services, Operations, and other hotel departments to ensure accurate communication and successful execution of client needs. This position requires strong organization, attention to detail, professionalism, and a passion for delivering the elevated service standards of Hotel Swexan.

Essential Duties & Responsibilities

• Provide administrative support to the Sales team, including maintaining calendars, preparing correspondence, organizing files, and assisting with daily sales activities
• Support Sales Managers with client inquiries, proposals, contracts, presentations, and follow-up communication
• Assist with the preparation and organization of sales materials, client presentations, and internal meeting documents
• Maintain accurate client information, sales activity, and booking details within hotel sales systems and databases
• Assist with lead tracking, reporting, and organization of sales opportunities and account information
• Coordinate communication between Sales, Event Services, Revenue Management, Culinary, and Operations teams to ensure alignment on client expectations
• Assist with site inspections, client meetings, and sales appointments as needed
• Support group bookings, corporate accounts, social events, and catering opportunities through administrative coordination
• Participate in sales meetings, pipeline reviews, and internal coordination meetings
• Provide on-property support for client visits, events, and special projects as required
• Maintain a professional and service-oriented approach when communicating with guests, clients, and internal teams
• Perform additional duties and special projects as assigned by Sales leadership

Qualifications

• 1–2 years of experience in luxury hotel, upscale hospitality, sales, events, or administrative support preferred
• Prior experience in hotel sales, catering, convention services, or hospitality operations is preferred
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment
• Excellent written and verbal communication skills
• Strong attention to detail with the ability to maintain accuracy and follow through on tasks
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Experience with hotel sales systems, CRM platforms, Delphi, CVENT, or similar programs preferred
• Ability to learn and utilize hospitality technology systems effectively
• Professional communication skills with a guest-focused and team-oriented approach
• Ability to build positive relationships with clients, team members, and leadership

Work Environment & Schedule

• This is an on-property, in-office position
• Schedule flexibility may be required based on business needs, including client meetings, site tours, and hotel events
• Work is performed in a fast-paced luxury hotel environment
• Requires the ability to prioritize multiple projects while maintaining a high level of service and professionalism

Physical Requirements

• Ability to stand and walk for extended periods during site tours, meetings, and events
• Ability to sit for extended periods while completing administrative tasks
• Ability to lift up to 25 pounds as needed

Culture & Brand Standards

• Uphold the Hôtel Swexan luxury service culture through polished communication, discretion, and attention to detail.
• Maintain confidentiality and professionalism in all client and business matters.
• Attend weekly sales meetings, pre-cons, and departmental huddles.
• Foster a collaborative and positive team environment, celebrating wins and supporting team success.

Equal Opportunity Employer Hotel Swexan is an equal opportunity employer and is committed to creating an inclusive and welcoming workplace for all team members.