Sales & Marketing Specialist

Highgate; New York (NY); On-site; USD 55,000 - 85,000; Full time

Job summary

Highgate Hotels is seeking a driven Sales & Marketing Specialist to support the daily operations of the Sales & Marketing Department. You will serve as a key coordinator, ensuring efficient office workflows while assisting with sales initiatives, marketing programs, and promotional activities.

The role involves handling payroll for the department, processing invoices and vendor payments, reconciling commissions, assisting with budgeting and reporting, and managing CRM data across Delphi and

Qualifications

• Bachelor's degree preferred in business, hospitality, or related field.
• Experience in hospitality, sales support, office administration, or marketing preferred (1–3 years).
• Experience with hotel sales systems such as Delphi, Salesforce, Opera or similar platforms is preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with Canva, Adobe Creative Suite or similar design tools is a plus.
• Strong organizational, administrative, and time management skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Detail-oriented with strong follow-up skills and commitment to accuracy.
• Ability to work with budgets, expense reporting, payroll, commissions, and financial data.
• Excellent verbal and written communication skills.
• Self-motivated, proactive, and eager to learn.

Responsibilities

• Manage payroll administration for the Sales & Marketing department.
• Process departmental invoices, expense reports, purchase orders, contracts, and vendor payments.
• Reconcile sales commissions and maintain supporting documentation.
• Assist with departmental budgeting, expense tracking, forecasting, and monthly reporting.
• Manage departmental purchasing, office supplies, promotional inventory, and marketing collateral inventory.
• Coordinate departmental travel arrangements, registrations, and travel expense tracking.
• Maintain organized records, contracts, files, and department documentation.
• Prepare presentations, reports, proposals, correspondence, and other business materials for department leadership.
• Coordinate calendars, meetings, agendas, and follow-up on departmental action items.
• Manage incoming sales leads and ensure proper assignment and tracking within Delphi, Salesforce, and other sales systems.
• Assist with group turnover processes and coordination between Sales, Revenue Management, and Operations teams.
• Maintain databases, CRM systems, account records, and sales activity reporting.
• Assist with site inspections, client visits, familiarization trips, sales missions, and trade shows.
• Manage charitable donation requests, gift certificate tracking, sales amenities, and promotional programs.
• Monitor market trends, competitor activity, and industry developments and provide research and reporting to department leadership.
• Support the Director of Marketing with the execution of all marketing campaigns, promotions, partnerships, and public relations initiatives.
• Create and update presentations, flyers, signage, email communications, promotional materials, and other branded collateral.
• Assist with basic graphic design projects while ensuring compliance with brand standards.
• Coordinate marketing projects with outside agencies, vendors, photographers, designers, printers, and community partners.
• Assist with website content updates, digital marketing initiatives, and social media scheduling.
• Manage photography assets, content libraries, and marketing resource files.
• Monitor and support online reputation management efforts, including review responses and third-party platform messaging.
• Assist in planning and execution of hotel events, activations, sponsorships, partnerships, and community outreach initiatives.
• Track and report on marketing campaign performance, promotional activity, and special event results.
• Participate in hotel meetings, departmental meetings, training sessions, and special projects as directed by the Director of Sales & Marketing.
• Maintain effective communication with guests, clients, vendors, and hotel team members at all times.
• Perform other duties and special assignments as requested by management.

Skills

MS Office

Verbal & written communication

Time management

Organizational skills

Multitasking

Budgeting & expense reporting

Payroll processing

Marketing coordination

Education

Bachelor's degree

Tools

Delphi

Salesforce

Opera

Canva

Adobe Creative Suite

Job description

Highgate Hotels

Highgate is a leading real estate investment and hospitality management company with over $15 billion of assets under management and a global portfolio of more than 400 hotels spanning North America, Europe, the Caribbean, and Latin America. With a 30-year track record as an innovator in the hospitality industry, this forward-thinking company provides expert guidance through all stages of the property cycle, from planning and development through recapitalization or disposition. Highgate continues to demonstrate success in developing a diverse portfolio of bespoke lifestyle hotel brands, legacy brands, and independent hotels and resorts, featuring contemporary programming and digital acumen. The company utilizes industry-leading revenue management tools that efficiently identify and predict evolving market dynamics to drive outperformance and maximize asset value. With an executive team of seasoned hospitality leaders and corporate offices worldwide, Highgate is a trusted partner for top ownership groups and major hotel brands. www.highgate.com

Yearly

Highgate Hotels

Highgate is a leading real estate investment and hospitality management company with over $15 billion of assets under management and a global portfolio of more than 400 hotels spanning North America, Europe, the Caribbean, and Latin America. With a 30-year track record as an innovator in the hospitality industry, this forward-thinking company provides expert guidance through all stages of the property cycle, from planning and development through recapitalization or disposition. Highgate continues to demonstrate success in developing a diverse portfolio of bespoke lifestyle hotel brands, legacy brands, and independent hotels and resorts, featuring contemporary programming and digital acumen. The company utilizes industry-leading revenue management tools that efficiently identify and predict evolving market dynamics to drive outperformance and maximize asset value. With an executive team of seasoned hospitality leaders and corporate offices worldwide, Highgate is a trusted partner for top ownership groups and major hotel brands. www.highgate.com

Overview

The primary role and responsibility of this position is to support the daily operations of the Sales & Marketing Department through a combination of administrative, financial, sales support, and marketing functions. The Sales & Marketing Specialist will serve as a key coordinator for the department, ensuring efficient office operations while assisting with the execution of sales initiatives, marketing programs, promotional activities, and special projects.

Responsibilities

• Manage and oversee payroll administration for the Sales & Marketing department.
• Process departmental invoices, expense reports, purchase orders, contracts, and vendor payments.
• Reconcile sales commissions and maintain supporting documentation.
• Assist with departmental budgeting, expense tracking, forecasting, and monthly reporting.
• Manage departmental purchasing, office supplies, promotional inventory, and marketing collateral inventory.
• Coordinate departmental travel arrangements, registrations, and travel expense tracking.
• Maintain organized records, contracts, files, and department documentation.
• Prepare presentations, reports, proposals, correspondence, and other business materials for department leadership.
• Coordinate calendars, meetings, agendas, and follow-up on departmental action items.
• Manage incoming sales leads and ensure proper assignment and tracking within Delphi, Salesforce, and other sales systems.
• Assist with group turnover processes and coordination between Sales, Revenue Management, and Operations teams.
• Maintain databases, CRM systems, account records, and sales activity reporting.
• Assist with site inspections, client visits, familiarization trips, sales missions, and trade shows.
• Manage charitable donation requests, gift certificate tracking, sales amenities, and promotional programs.
• Monitor market trends, competitor activity, and industry developments and provide research and reporting to department leadership.
• Support the Director of Marketing with the execution of all marketing campaigns, promotions, partnerships, and public relations initiatives.
• Create and update presentations, flyers, signage, email communications, promotional materials, and other branded collateral.
• Assist with basic graphic design projects while ensuring compliance with brand standards.
• Coordinate marketing projects with outside agencies, vendors, photographers, designers, printers, and community partners.
• Assist with website content updates, digital marketing initiatives, and social media scheduling.
• Manage photography assets, content libraries, and marketing resource files.
• Monitor and support online reputation management efforts, including review responses and third-party platform messaging.
• Assist in the planning and execution of hotel events, activations, sponsorships, partnerships, and community outreach initiatives.
• Track and report on marketing campaign performance, promotional activity, and special event results.
• Participate in hotel meetings, departmental meetings, training sessions, and special projects as directed by the Director of Sales & Marketing.
• Maintain effective communication with guests, clients, vendors, and hotel team members at all times.
• Perform other duties and special assignments as requested by management.

Qualifications

• Bachelor's Degree preferred.
• One to three years of experience in hospitality, sales support, office administration, marketing, or a related field preferred.
• Experience with hotel sales systems such as Delphi, Salesforce, Opera, or similar platforms is preferred.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Experience with Canva, Adobe Creative Suite, or other marketing and design platforms is a plus.
• Strong organizational, administrative, and time management skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Detail-oriented with strong follow-up skills and commitment to accuracy.
• Ability to work with budgets, expense reporting, payroll, commissions, and financial data.
• Excellent verbal and written communication skills.
• Self-motivated, proactive, and eager to learn.
• Ability to maintain confidentiality and handle sensitive information.
• Professional appearance and demeanor with a strong customer service focus.
• Ability to work independently while also contributing to a collaborative team environment.
• Perform other duties as requested by management.