Hotel Sales Coordinator

Peregrine Hospitality•Lawrence, KS

About The Position

The Hotel Sales Coordinator supports hotel group bookings and events by coordinating communication among guests, coworkers, vendors, the sales department, and guest services. The role maintains guest and client relationships, organizes event resources and documentation, tracks group reservations and room blocks, prepares Banquet Event Orders, and ensures that contracts, reservations, deposits, billing, and event information are properly handled. The coordinator uses Room Key, Event Temple, and Microsoft Office and is expected to deliver attentive customer service while solving problems and managing competing priorities. The position may require flexible and long hours, including nights, holidays, and weekends, as well as physical activity such as lifting, standing, walking, bending, twisting, pushing, pulling, stooping, and kneeling.

Requirements

At least 2 years of event coordination and/or hospitality experience.
Ability to solve problems in the best interest of the hotel.
Confidence taking charge and leading a group of individuals.
Proficiency in drafting professional documents and correspondence.
Ability to multitask and prioritize assignments to achieve high productivity.
Strong organizational skills.
Exceptional oral communication skills.
Customer focus, effective communication, composure, and a high degree of organization.
Flexible schedule and availability to work nights, holidays, and weekends.
Ability to lift and/or carry up to 50 pounds.
Ability to hear, understand, and communicate orally and in writing with staff, vendors, and guests in normal in-person and phone conversations.
Ability to stand and walk for extended periods and to bend, twist, push, pull, stoop, and kneel.

Responsibilities

Serve as a point of contact for guests, coworkers, and vendors before, during, and after events.
Coordinate rooming lists and event details, answer group questions, and communicate between sales and guest services to support positive customer service.
Maintain professional and attentive relationships with guests and potential clients through correspondence, onsite tours, feedback requests, and thank-you messages.
Check group reservations and status weekly to ensure information is accurately recorded and blocked rooms are set up.
Organize equipment, files, signage, and amenities required for events.
Develop Banquet Event Orders for meetings and events and conduct BEO meetings.
Become proficient in Room Key, Event Temple, and Microsoft Office, and report data in detail.
Follow through on contracts and reservations, ensuring entries are made in programs, deposits are charged, and information is shared with hotel staff.
Handle group billing and collection of outstanding invoices.
Solve problems as they arise in the best interest of the hotel and take charge of leading groups when needed.