Sales Coordinator

Island Hospitality Management • Portland, ME

2d

About The Position

The Sales Coordinator supports the Director of Sales and Sales Manager with hotel sales operations in accordance with Island Hospitality Management and brand standards. The role includes responding to and generating leads, executing and reporting on sales activities, conducting market research, and providing administrative support. The position is suited to a self-motivated person with experience in client communications and guest services, and may require flexible scheduling availability. Weekly scheduled hours vary according to guest occupancy, season, staffing, and other factors; a specific number of weekly hours is not guaranteed.

The role requires regular periods of standing, sitting, or walking, and lifting or moving up to 10 pounds regularly and up to 25 pounds frequently. Island Hospitality provides a formal training and development program intended to support employee development and career growth.

Requirements

• High school diploma or equivalent required.
• Strong verbal and written communication skills.
• Excellent organizational and time-management abilities.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Ability to manage multiple priorities and meet deadlines.
• Strong attention to detail and accuracy.
• Professional telephone and email etiquette.
• Ability to work independently and as part of a team.
• Strong customer service and relationship-building skills.
• Ability to handle confidential guest and client information appropriately.
• Highly motivated team player with strong initiative and desire for achievement.
• Must be effective in handling workplace problems, including anticipating, preventing, identifying, and solving them.
• Readily available and approachable for guests while providing excellent guest service.
• Regularly stand, sit, or walk for extended periods.
• Regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds.

Nice To Haves

• Previous experience in hotel sales, hospitality, customer service, or administrative support is preferred.

Responsibilities

• Assist the Director of Sales and Sales Manager with daily sales department operations.
• Respond promptly and professionally to incoming sales inquiries, emails, and phone calls.
• Prepare proposals, contracts, rate quotes, and sales correspondence for prospective clients.
• Coordinate group room blocks, rooming lists, and reservations.
• Follow up with potential clients to convert inquiries into confirmed business.
• Maintain accurate records of leads, accounts, prospects, and sales activities.
• Assist with prospecting new business opportunities, including corporate, government, construction, sports teams, social groups, and extended-stay accounts.
• Conduct property tours and showcase hotel amenities, guest rooms, meeting spaces, and services.
• Assist with coordinating client site inspections and pre-arrival arrangements.
• Communicate group and corporate booking details to the Front Desk, Housekeeping, and other hotel departments.
• Assist with preparing weekly and monthly sales reports.
• Maintain organized sales files, client information, and account databases.
• Support the development and execution of sales strategies to increase occupancy and room revenue.
• Assist with client appreciation events, networking opportunities, and community outreach.
• Monitor competitor rates and market activity.
• Help ensure group reservations, billing instructions, and special requests are communicated accurately.
• Provide excellent customer service and maintain positive client relationships.
• Perform other sales and administrative duties as assigned by the Director of Sales and General Manager.
• Anticipate, prevent, identify, and solve workplace problems while providing excellent guest service.

Benefits

• Healthcare including medical, dental, and vision insurance
• HSA and FSA plans
• Dependent care FSA
• Identity theft protection insurance
• Commuter benefits, including transit and parking
• Pet insurance
• PTO and payroll incentives for annual wellness exams
• Employee Assistance Program
• Wellness subscriptions, including access to gyms, financial planning, counseling, and legal services
• Paid sick and vacation time
• Family leave
• 401(k) retirement plan with company matching; fully vested upon the first contribution
• Incentive-based bonus program
• Free room nights at company hotels and employee discounts within the hotel brand
• Discounts for friends and family within the hotel brand
• Team member recognition and bonus
• Discounted tickets to theme parks, musicals, movies, and more through Tickets at Work
• Career growth through an in-house training program
• Referral bonus program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED