Sales Coordinator / Executive Assistant

Pyramid Global Hospitality•Miami, FL

21h•Onsite

About The Position

The Sales Coordinator / Executive Assistant to the General Manager is a dual-role position primarily responsible for providing administrative and coordination support to the Sales team, while also assisting the General Manager with executive-level administrative responsibilities, IT coordination, and Safety & Sustainable Development reporting. The Sales Coordinator plays an important role in keeping the Sales department organized, ensuring timely follow-up with clients and internal departments, and supporting the team in achieving its revenue and customer-service objectives. In addition, this position provides direct administrative support to the General Manager and serves as a key administrative liaison for hotel technology needs, safety documentation, sustainability initiatives, and reporting. The ideal candidate is highly organized, detail-oriented, proactive, professional, and comfortable working across multiple hotel departments in a fast-paced, 281-room full-service hotel environment.

Requirements

High school diploma or equivalent
Minimum of 2-3 years of experience in hotel sales coordination, hospitality administration, executive support, or a similar role.
Strong Computer skills
Excellent verbal and written communication skills
Ability to work in a fast-paced setting

Nice To Haves

Previous hotel or resort experience preferred
Previous experience in a full-service hotel environment strongly preferred.
Familiarity with Opera Cloud, CRM, sales systems, or event/group management systems preferred.
Bilingual English/Spanish strongly preferred.
Familiarity with Accor systems, processes, and brand standards is a plus.

Responsibilities

Provide daily administrative and coordination support to the Director of Sales and Sales team.
Assist with the preparation and organization of proposals, contracts, presentations, reports, correspondence, and other sales materials.
Maintain accurate and organized client, group, sales, and departmental files.
Assist with tracking leads, proposals, contracts, sales activities, and follow-up items.
Coordinate communication between the Sales team and hotel departments, including Front Office, Operations, Catering, Food & Beverage, Housekeeping, Accounting, and Engineering.
Assist with scheduling client appointments, sales calls, site inspections, meetings, and hotel tours.
Support the Sales team with preparation for client meetings, trade shows, networking events, and promotional activities.
Assist with group and meeting coordination by ensuring relevant information is communicated accurately and timely to operational departments.
Prepare and distribute internal and external communications as directed by the Sales team.
Assist with maintaining sales collateral, presentations, promotional materials, rate information, and other department resources.
Respond to client and internal requests promptly and professionally.
Assist with preparing weekly, monthly, and other sales reports as required.
Help coordinate VIP arrivals, client visits, sales-related events, and special hotel programs.
Follow up on outstanding items and ensure commitments are communicated and completed.
Provide general administrative assistance to the Sales team during high-volume periods.
Maintain a professional and welcoming presence for clients and business partners visiting the hotel.
Assist with special projects and other responsibilities as assigned by the Director of Sales.
Provide administrative support to the General Manager, including calendar management, scheduling, correspondence, meeting coordination, and document preparation.
Coordinate internal and external meetings, appointments, conference calls, and hotel events for the General Manager.
Prepare agendas, presentations, reports, meeting materials, and follow-up documentation.
Maintain organized and confidential executive files and records.
Draft, proofread, and format professional correspondence and communications on behalf of the General Manager.
Assist the General Manager with tracking and following up on action items and departmental initiatives.
Coordinate leadership meetings and assist with preparation of materials for ownership, management company, brand, and executive meetings.
Serve as a professional point of contact for executives, VIP guests, clients, vendors, and business partners.
Assist with special projects and assignments as directed by the General Manager.
Handle confidential information with discretion and professionalism.
Provide administrative support during hotel inspections, executive visits, special events, and other key property initiatives.
Serve as an administrative liaison between the hotel and corporate/brand IT support teams and technology vendors.
Coordinate and track hotel IT service requests, support tickets, equipment needs, and technology-related follow-up.
Assist with coordinating IT support for new hires, transfers, terminations, and changes in employee access as directed by management.
Coordinate scheduling for IT technicians, vendors, equipment installations, repairs, and system upgrades.
Maintain organized records of IT requests, equipment, service visits, and outstanding technology issues.
Follow up on open IT tickets and communicate status updates to the appropriate department leaders.
Assist with coordination of technology needs for meetings, presentations, events, and executive functions.
Escalate recurring or critical technology issues to the appropriate IT support contact.
Support hotel leadership with administrative coordination related to cybersecurity awareness, system updates, and technology communications.
Maintain confidentiality and appropriate security practices when handling employee, guest, and hotel technology information.
Assist the General Manager and hotel leadership with administrative coordination of Safety, Risk Management, and Sustainable Development initiatives.
Collect, organize, and maintain documentation required for hotel safety, compliance, sustainability, and brand.