Sales Coordinator

Island Hospitality Management • Portland, ME

4d

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 supports lead generation and response, sales activity execution and reporting, market research, and administrative duties. It is suited to someone beginning or growing a hotel sales career who has experience in client communications and guest services.

The position involves responding to and following up on sales inquiries, preparing client materials, coordinating group reservations, maintaining sales records, assisting with prospecting and property tours, and sharing booking details with hotel departments. The Sales Coordinator also supports sales strategies, reporting, client events, and customer relationships. Flexible scheduling may be required; weekly scheduled hours vary according to occupancy, season, staffing, and other factors, and a specific number of hours is not guaranteed.

Island Hospitality offers a formal training and development program intended to support employee growth and career opportunities.

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.
• Effectiveness in handling workplace problems, including anticipating, preventing, identifying, and solving them.
• Availability and approachability for guests while providing excellent guest service.
• Ability to stand, sit, or walk for extended periods.
• Ability to lift and/or move up to 10 pounds regularly and up to 25 pounds frequently.

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 relationships with clients.
• Perform other sales and administrative duties as assigned by the Director of Sales and General Manager.

Benefits

• Medical, dental, and vision insurance.
• HSA and FSA plans, including dependent care FSA.
• Identity theft protection insurance.
• Commuter benefits for 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 employer matching: 100% up to 3% of salary and an additional 50% on the next 2%; 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 with a path personalized to employee goals.
• Referral bonus program for any company location.

What This Job Offers

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