Sales & Marketing Administrator

Canopy by Hilton Ithaca; City of Ithaca (NY); On-site; USD 42,000 - 56,000; Full time

Job summary

Baywood Hotels in Ithaca is seeking a Sales & Marketing Administrator to support the sales and events team by handling administrative tasks, coordinating client communications, and ensuring seamless execution of group bookings, events, and dining experiences.

This full-time role requires strong organization and guest interaction in a fast-paced hospitality environment. Hours are 8:30-4:00, Monday through Friday; salary is competitive and based on experience.

Qualifications

• Full-time role with standard hotel hours.
• Experience in hospitality or guest-focused environments preferred.
• Strong organizational and communication skills required.

Responsibilities

• Meets with clients and gives site tours when needed and conveys sale fundamentals.
• Sends information to prospective guests about the property and area.
• Qualifies client needs for sleeping rooms and meeting spaces.
• Corresponds with clients via in-person, email, and phone.
• Prepares contracts, rate letters, and other documents to build relationships.
• Enter group reservations in the PMS, collect deposits or secure payment methods.
• Coordinate group activities through check-in and maintain group files.

Skills

Client communications

Event coordination

Administrative tasks

Hospitality experience

Delphi FDC/Delphi Standard

Property management system

Tools

Delphi FDC/Delphi Standard

Property management system

Job description

TheSales & Marketing Administrator plays a key role in supporting the sales and events by managing administrative tasks, coordinating client communications, and ensuring seamless execution of group bookings, events, and dining experiences. This role is ideal for someone who thrives in a fast- paced hospitably environment and enjoys both organization and guest interaction.

Position: Full-Time
Hours: 8:30-4:00 Monday - Friday
Salary: Competitive, based on experience

Key Responsibilities:

• Meets with clients and gives site tours in the absence of the sales team leader; effectively and professionally conveys the necessary fundamentals and specific details of the sale to the client.

• Sends requested information to prospective guests inquiring about the property/surrounding area.

• Qualifies the needs of the client for sleeping rooms and meeting space (where applicable).

• Corresponds with potential and existing clientele in person, via email and over telephone.

• Prepares documents for clients such as rate letters, group contracts, and other correspondence to build hotel/client relationship.

• Enters group blocks/individual reservations in property management system, collecting deposits and/or secures payment method prior to arrival.

• Coordinates assigned group activities through check-in.

• Creates & maintains group files, correspondence, reports, and other documents as required.

• Updates Delphi FDC/Delphi Standard as needed

• Monitors group pick-up and enters rooming list and/or observes cut-off dates and notifies manager of any guest request or issues that may impact guest relations

• Prepares group resumes & banquet event orders with pertinent group information and distributes to all departments

• Follow up with the Guest Service Manager to review rooming lists, VIP amenity delivery, changes in group booking agendas, cut off days, etc. as prescribed by the Director of Sales.

• Follow up with clients, send thank you notes upon departure.

• Attends staff meetings on a regular basis.

• Creates fliers, mailers, certificates, etc. to promote new business.

• Actively seeks new opportunities to secure new or more group business for the hotel.

• Attends any brand required training as well as other meetings requested by the General Manager.

• Additional duties may be added at any time at the discretion of management

• Baywood Hotels is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.