Sales & Events Coordinator

Hampton Inn & Suites Orlando International Drive North; Orlando (FL); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Paid Time Off

Health, dental, and vision insurance

401(k) with employer match

Exclusive global hotel discounts

Career growth opportunities

Volunteer time

Job summary

Naples Hotel Group is seeking a Sales & Events Coordinator to support high-level administrative tasks, prepare reports, resolve guest issues, and manage function room events and group blocks. The role requires on-site work with flexibility for nights/weekends and strong writing/sales coordination skills.

Responsibilities include driving inquiries, preparing paperwork, updating databases, and coordinating cross-department communications to ensure flawless event execution.

Qualifications

• High School Diploma or equivalent.
• Read, write, and speak English fluently.
• Excellent oral and written communication skills.
• Interpersonal and time management skills.
• Guest relation and problem-solving / service recovery skills.
• Work varied shifts, including nights, weekends, and holidays.
• Proficiency with Microsoft Office 365 programs.
• Appropriate professional appearance and demeanor.
• Attention to detail, organizational skills, and follow-through.

Responsibilities

• Take booking inquiry information via phone/email/RFP sites, qualify the business, and prepare paperwork including evaluations, proposals, contracts, BEOs, and Event Checks.
• Generate Group Room and Function Room leads through internet research and telemarketing.
• Update & maintain sales database Delphi. FDC.
• Record account activity and reports by the due date in Delphi.FDC.
• Meet or exceed weekly, monthly and quarterly sales task goals.
• Organize, file, and retrieve documents to maintain essential records.

Skills

Communication skills

Interpersonal skills

Time management

Guest relations

Attention to detail

English fluency

Education

High School Diploma or equivalent

Tools

Microsoft Office 365

Job description

The Sales & Events Coordinator will provide high-level administrative support by conducting research, preparing statistical reports, resolving guest issues, performing clerical functions such as preparing correspondence internal and external, managing function room events, and group blocks, and providing hotel tours for prospective clients. Other key responsibilities include being on the property prior to and during events to ensure proper execution per the details of the Contract and Banquet Event Order(BEO). This requires the Sales & Events Coordinator to have open work availability including the ability to work nights and weekends as business needs dictate. Other miscellaneous tasks may be assigned by the General Manager and Director of Sales. Given that the Sales & Events Coordinator is a liaison between Naples Hotel Group and its clients, excellent writing skills, concise verbal communication, and listening skills are necessary.

Essential Duties and Responsibilities:

• Responsible for taking booking inquiry information via phone/email/RFP sites, qualifying the business, and preparing paperwork including business evaluations, proposals, contracts, BEOs, and Event Checks.
• Generate Group Room and Function Room leads through internet research & telemarketing.
• Update & maintain sales database Delphi. FDC.
• Record account activity, call reports, traces, and Group Rooms Control Log by the due date in Delphi.FDC.
• Meet or exceed weekly, monthly & quarterly sales task goals.
• Organize, file, and retrieve documents in appropriate files to maintain essential records used in the department operation.
• Update Weekly Sales Report, Business Plan Group & BT Account actuals,& NHG Special Event Calendar weekly/monthly/quarterly as directed by General Manager.
• Responsible for creating Group Blocks within property PMS System & property Revenue Management System
• Responsible for managing group blocks including reservation requests, rooming list entry, group wash, and other applicable group procedures required by Naples Hotel Group and the property-specific Brand.
• Assist customers with meeting planning from inquiry to execution.
• The sales & events coordinator may be required to be on property during function room events held at the hotel. This may require night and weekend availability as scheduled by the hotel General Manager.
• Participate in daily, weekly, and monthly meetings as assigned by General Manager.
• Coordinate cross-departmental communications for daily arrivals through oral and written instruction. Including confidently planning and conducting property tours with clear communication of hotels’ amenities.
• Ensure the prompt servicing of groups and accounts.
• Take the initiative to support other departments and be willing to cross-train and cover the Front Desk as assigned by the General Manager.
• Periodically participate in sales blitz in conjunction with Regional Sales Manager and/or General Manager.
• Required to complete training assigned/required by Naples Hotel Group and property-specific Brand.
• Uses various computer word processing and other software packages to enter data, and produce contracts, correspondence, forms, memorandum, and other documents.
• Perform other duties as required or assigned.

Education and/or Work Experience Requirements:

• High School Diploma or equivalent
• Read, write, and speak English fluently
• Excellent oral and written communication skills
• Interpersonal and time management skills
• Guest relation and problem-solving / service recovery skills
• Work varied shifts, including nights, weekends,and holidays
• Proficiency with Microsoft Office 365 programs
• Appropriate professional appearance and demeanor (specific standards available).
• Passion for excellence and exceeding expectations
• Attention to detail, organizational skills,and follow-through are a must

Physical Requirements

• While performing the duties of this job, the employee is regularly required to sit; stand; bend; walk; use hands or finger; or feel objects, tools, or controls; lift boxes (up to 15 pounds); talk and hear.
• Vision abilities required by this job include a close vision of a computer screen.

As a family-owned business built on genuine relationships, Naples Hotel Group places immense value on the character and quality of our team. We are dedicated to creating an environment where associates serve each other, our partners, and the community with kindness and respect, working together toward meaningful shared success. Our tight-knit team structure ensures every voice is heard, fostering a collaborative culture rich with opportunities for career advancement and personal development.

Comprehensive Benefits Package for Full-Time Employees

• Paid Time Off: 2 weeks of vacation in the first year and 4 sick days per year
• Comprehensive health, dental, and vision insurance, plus disability and life coverage
• 401(k) with employer match
• Exclusive global hotel discounts
• Career growth opportunities across our hotel portfolio
• Additional perks including paid volunteer time and lifestyle discount

Source: Naples Hotel Group