Sales Coordinator — On-Site Events & RFP Support

Columbia Hospitality, Inc.; San Jose (CA); On-site; USD 34,000 - 48,000; Full time

Benefits offered by this job

Salary: $30/hour

Paid Time off & Holiday Pay

Medical, Dental, Vision, Disability, 4

401K

HSA/FSA Plans

Employer-Paid Life Insurance

Paid On-Site Parking

Referral Bonus

Discounted Lodging and Food & Beverage

Employee Assistance Program

Job summary

AC Hotel Downtown San Jose is looking for a Sales Coordinator to support the sales team on-site. This role focuses on calendar organization, meeting coordination, and handling inquiries from clients and colleagues to keep sales operations smooth.

You will assist with proposals, contracts, and event logistics, ensuring accurate billing and documentation throughout the process. On-site presence five days a week is required.

Qualifications

• 1–2 years related experience and/or training.
• Strong written and verbal communication skills.
• Strong computer literacy in Microsoft Office: Outlook, Word, Excel, PowerPoint.

Responsibilities

• Performs administrative functions, organizing calendars and department meetings, reading/routing incoming mail, drafting routine correspondence; designs and maintains organization systems.
• Answers all sales related telephone calls, take clear/concise messages, provides information, and/or directs call to appropriate team member.
• Manages all inbound RFPs assigning them to the appropriate sales contact, and lead reporting.
• Prepares/distributes events reports, including the group resume and BEO packet; Facilitates and leads BEO resume meetings.
• Assists with preparing e-proposals, sales agreements, and other sales related external documents.
• Handles deposits, maintains accurate record of receipt, recording in appropriate platforms, and ensures delivery to accounts receivable.
• Develops and maintains favorable working relationships and open communication with all departments.
• Responsible for definite agreement process, including turnover from sales to events.
• Process sales department invoices and expenses: maintain digital files, handoff to accounting, organize and track as needed.
• Finalize billing for groups and work with accounting to ensure accuracy.
• Responsible for assisting managers during execution of events.

Skills

Written communication

Verbal communication

Calendar management

Customer service

Problem solving

Tools

Outlook

Word

Excel

PowerPoint

Job description

AC Hotel Downtown San Jose is looking for a Sales Coordinator to support the sales team on-site. This role focuses on calendar organization, meeting coordination, and handling inquiries from clients and colleagues to keep sales operations smooth.

You will assist with proposals, contracts, and event logistics, ensuring accurate billing and documentation throughout the process. On-site presence five days a week is required.