Sales and Events Coordinator | Icicle Village Resort

Columbia Hospitality•Leavenworth, WA

1d•$26 - $30

About The Position

The Sales and Events Coordinator supports sales and event operations at Icicle Village Resort. The role manages inbound requests for proposals and leads, prepares proposals and sales documents, conducts site inspections and presentations, and coordinates event details with clients and resort departments. The coordinator prepares and distributes event documents, monitors client satisfaction, and supports accurate revenue posting and billing. The position also manages group guestroom reservations and related rooming lists, booking links, reservation changes, group accounts, deposits, invoices, payment schedules, and cutoff reporting. It coordinates with group clients, accounting, and the sales and events team to ensure reservations and payments are handled accurately and efficiently. General duties include administrative support, responding to sales calls, processing department invoices and expenses, maintaining confidential information and records, communicating with departments, assisting managers during events, and supporting special projects and other business needs. The hourly pay range is $26–$30, depending on experience. The role is based at Icicle Village Resort in Leavenworth, Washington.

Requirements

Strong interpersonal skills and knowledge of sales and/or event management.
Strong written and verbal communication skills.
Ability to write, proofread, and edit reports, business correspondence, and sales contracts.
Ability to present information effectively and respond to questions from team members, managers, clients, guests, and general inquiries.
Ability to follow written and oral instructions.
Ability to perform arithmetic using whole numbers, fractions, percentages, and decimals, and to calculate rates, ratios, discounts, commissions, and proportions.
Ability to draw and interpret bar graphs.
Strong computer literacy in Microsoft Office, especially Outlook, Word, Excel, and PowerPoint.
Attention to detail and strong multitasking and organizational skills.
Strong time management, planning, organizing, and results-delivery skills.
Ability to think creatively and develop innovative solutions or approaches.
Ability to solve problems and make decisions in routine situations.
Positive, can-do attitude and ability to adapt to a variety of situations.

Nice To Haves

At least 1 year of hospitality experience in sales, events, or group reservations is preferred.
Experience with property management systems is preferred.
Knowledge of hospitality sales platforms is a plus.

Responsibilities

Manage inbound RFPs and leads, assign them to the appropriate sales contact, and maintain lead reporting.
Prepare e-proposals, sales agreements, and other sales-related client documents.
Conduct site inspections and client presentations.
Gather event-planning details, including meeting setups, food and beverage specifications, and AV requirements, and provide information to operating departments according to property guidelines.
Act as liaison between operations departments and clients.
Prepare and distribute Event Orders, Resumes, Diagrams, and related documents to property departments.
Attend meetings with property departments to review event details.
Monitor client satisfaction throughout event planning and execution and work toward client sentiment goals.
Follow accounting standards for deposits, direct billing, and pre-payment, and confirm accurate revenue posting and client billing.
Maintain timely and accurate activity records and client contact information in the Sales & Events database.
Establish and maintain positive, professional relationships with clients.
Manage group and contracted-business guestroom reservations, including entering rooming lists into the Property Management System, changing reservations, and creating and managing group booking links.
Communicate with group clients about guestroom reservations, deposits, and invoices.
Manage group Posting Master accounts and ensure routing and postings are correct.
Send deposit and final payment requests according to contract payment schedules as needed.
Provide customers and group contacts with accurate, timely invoices, statements, and payment schedules.
Verify required documents and payments are on file before group arrival and notify the appropriate sales/events manager of missing items or issues.
Coordinate with accounting and the sales/events team to support efficient collections.
Report and communicate group cutoff dates, deposits due, and open balances.
Perform administrative functions, including routing incoming mail, drafting routine correspondence, and maintaining organizational systems.
Answer sales-related telephone calls, take clear messages, provide information, and direct calls to the appropriate team member.
Process sales department invoices and expenses, maintain digital files, hand items off to accounting, and organize and track them as needed.
Maintain confidentiality of guest information and property data.
Develop favorable working relationships and open communication with all departments.
Learn and follow applicable standards, policies, and procedures.
Manage time and productivity efficiently and achieve assigned goals and objectives.
Assist managers during event execution.
Assist with special projects, ad hoc assignments, and other duties required by business or property needs or leadership.

Benefits

Paid time off
401(k) match
Medical, dental, vision, and disability coverage
Company-contributed HSA/FSA plan
Discounted lodging, dining, spa, golf, and retail
Third-party discounts for movie tickets, attractions, and other offerings
Company-sponsored life insurance policies
Employee Assistance Program
Volunteer opportunities
Committee participation opportunities, including philanthropic and diversity, equity, and inclusion committees
Online learning platform