Sales & Events Operations Administrator

Hyatt Regency; Portland (OR); On-site; USD 26,594 - 37,877; Full time

Benefits offered by this job

Health Benefits for you and dependents

Paid Vacation, Sick and Holidays

401K Plan with Matching Contributions

Employee Stock Purchase

Job summary

Hyatt Regency Portland Convention Center is seeking a Sales & Events Operations Administrator to support hotel sales through administrative duties, data management, reporting, and process coordination.

This role helps the sales team stay focused on revenue by keeping sales tools accurate, workflows organized, and client documentation moving efficiently, with collaboration across catering, events, reservations, revenue, and operations.

Qualifications

• Experience with hotel sales systems and CRM platforms.
• Strong attention to detail and ability to maintain accurate records.
• Ability to support multiple sellers while balancing deadlines and system needs.
• Excellent written communication and cross-functional coordination skills.
• Experience coordinating proposals, contracts, and client-facing sales documents.

Responsibilities

• Prepare, format, route, and track proposals, contracts, amendments, and client-facing sales documents.
• Maintain accurate booking files, client records, room block details, concessions, deadlines, and supporting documentation.
• Support sales managers with follow-up items, client forms, rooming list reminders, deposit tracking, and internal coordination.
• Prepare sales meeting materials, agendas, recaps, and action-item follow-up.
• Coordinate with catering, events, reservations, revenue, accounting, front office, and operations to support clean handoffs.
• Support with site tour preparation both on site and prior to arrival.

Skills

CRM platforms

Sales operations

Data accuracy

Written communication

Coordination

Tools

Delphi

Amadeus

Envision

Cvent

Salesforce

Job description

Organization- Hyatt Regency Portland Convention Center

WE ARE LOOKING FOR a Sales & Events Operations Administrator

Job Summary: We are excited to share that Hyatt Regency Portland has an opportunity for people who love helping people. Please join our Sales & Events team as a Sales & Events Operations Administrator. The hourly rate is $23.40/hour.

Position Summary

The Sales Operations Administrator supports hotel sales performance by combining sales administrative support, sales systems administration, data management, reporting, and process coordination. This role helps the sales team stay focused on revenue-generating activity by keeping sales tools accurate, workflows organized, reporting reliable, and client documentation moving efficiently.

Responsibilities include but not limited to:

Sales Administrative Support

• Prepare, format, route, and track proposals, contracts, amendments, and client-facing sales documents.
• Maintain accurate booking files, client records, room block details, concessions, deadlines, and supporting documentation.
• Support sales managers with follow-up items, client forms, rooming list reminders, deposit tracking, and internal coordination.
• Prepare sales meeting materials, agendas, recaps, and action-item follow-up.
• Coordinate with catering, events, reservations, revenue, accounting, front office, and operations to support clean handoffs.
• Support with site tour preparation both on site and prior to arrival.

Sales Systems Administration

• Maintain the System Administration Checklist.
• Serve as the first point of contact for sales system questions, basic troubleshooting, user support, and workflow guidance.
• Coordinate user access, permissions, onboarding, offboarding, and escalation of system issues to IT, vendors, brand support, or corporate resources.
• Maintain consistent system standards for required fields, booking statuses, market segments, source codes, lost business reasons, account ownership, and activity tracking.
• Support system adoption by coaching users on proper entry, dashboards, reporting views, and standard workflows.
• Manage Actuals, Commission rebates.
• Review and audit contracts vs systems and identify discrepancies prior to turning.

Data Management and Reporting

• Audit accounts, bookings, pipeline, activities, and lost business.
• Correct data errors, duplicates, and inconsistencies.
• Generate sales, pipeline, pace, activity, and production reports.
• Support leadership dashboards and executive reporting.

Process Improvement and Training

• Maintain SOPs, templates, and reporting tools.
• Identify process improvements and reduce manual work.
• Onboard team members on systems and processes.
• Maintain sales resources and internal checklists.

What are the additional benefits of working at the Hyatt Regency Portland?

• Health Benefits for you and your dependents
• Paid Vacation, Sick and Holidays
• 401K Plan with Matching Contributions
• Employee Stock Purchase
• Wellbeing Programs
• Tri-Met discount
• Complementary Meals
• Tuition Reimbursement Program
• Family Bonding Benefits as well as Oregon Paid Leave
• Complimentary hotel nights, friends & family discounts at Hyatt properties around the world

About Hyatt Regency Portland

Whether traveling for business or pleasure, Hyatt Regency Portland has everything a traveler could need under one hotel roof with over 600 guest rooms, 16 suites and over 39,000 sq. ft. of meeting space. You will rest comfortably in spacious rooms and suites. Enjoy delicious breakfast at Bridgetown, fresh brewed coffee from Portland Coffee Roasters and homemade pastries at The Market or meet for drinks at Spoke & Fork Bar. Reenergize in the 24-hour StayFit Gym or enjoy a run along the Willamette River. If you are hosting a meeting or event, our hotel sits directly next to the Oregon Convention Center which houses 328,909 sq. ft. of flexible meeting space.

At Hyatt, we believe our guests select Hyatt because of our caring and attentive colleagues who are focused on providing efficient service and meaningful experiences. Join us for this incredible opportunity to be a key member of our leadership team at Hyatt Regency Portland and Hyatt Hotels; a company that continuously earns a spot on Fortune's 100 Best Companies to Work For, Fortune’s Great Place to Work, and Fortune’s 100 Best Workplaces for Millennials

All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

Qualifications

• Hotel sales, catering, events, revenue, or sales operations experience preferred.
• Experience with hotel sales systems, CRM platforms, Delphi/Amadeus/Envision/Cvent/Salesforce or similar tools preferred.
• Strong attention to detail and ability to maintain clean, accurate records.
• Comfortable preparing reports, reviewing data, and identifying inconsistencies.
• Ability to support multiple sellers while balancing deadlines, system needs, and process improvement work.
• Strong written communication, organization, follow-through, and cross-functional coordination skills.