Sales Coordinator

Sonesta International Hotels Corporation•Sonesta White Plains, NY

About The Position

The Sales Coordinator executes the hotel’s sales strategy as defined by the Director of Sales and Marketing, supporting goals for occupancy, average daily rate, extended stay, and market share. The role assists clients promptly and handles inquiries when the Director of Sales or sales managers are unavailable. It also provides general administrative and sales support, including contracts, meeting-room logistics, group rooming lists, and reports. The coordinator supports group and catering operations using Delphi and related hotel systems, maintains accurate client and booking information, coordinates with other departments, and helps deliver a quality guest and client experience. The role requires working scheduled hours, with overtime subject to approval by the Director of Sales.

Requirements

Ability to speak, read, and write fluent English.
Professional verbal and written communication skills.
Mathematical skills, including basic math, budgeting, profit-and-loss concepts, percentages, and variances.
Problem-solving, reasoning, motivating, organizational, and training abilities.
Ability to frequently stand, bend, climb, kneel, and move about the facility.
Ability to carry, lift, or pull items weighing up to 25 pounds.
Ability to frequently handle objects and equipment.

Nice To Haves

Knowledge of additional languages.
Experience with Microsoft Office and Opera systems.
Experience with Delphi and Canva.

Responsibilities

Prepare proposals, letters, contracts, booking notices, and other correspondence, ensuring accuracy.
Collect data, update databases, and prepare and distribute departmental reports and sales documents.
Coordinate general office functions, including purchasing supplies, handling messages and mail, answering phones, responding to guest requests, and assisting with site inspections.
Qualify sales inquiries, gather client requirements, respond to calls and special requests, and follow up with clients.
Audit space blocked in Delphi and ensure guestroom and meeting-space blocks, availability, and food-and-beverage forecasts are accurate.
Submit proposals for smaller group inquiries and manage small-group room blocks as needed.
Input leads into Delphi and maintain an active inquiry follow-up system.
Produce and maintain contracts, form letters, Banquet Event Orders, event schedules, reader boards, group resumes, diagrams, daily reports, and weekly reports.
Process group booking turnovers, manage group rooming lists and block coding, and assist with room changes, guestroom counts, and other group requests.
Administer Delphi catering documents, including creating and revising contracts and Banquet Event Orders and updating bookings.
Monitor deposits, send receipts, process group commissions, and email weekly pickup reports to groups and relevant sales and catering contacts.
Coordinate the Banquet Event Order process, checking documents for completeness and accuracy and cross-referencing banquet checks with night audit reports.
Enter groups into Passkey and SynXis and ensure clients receive booking links.
Maintain knowledge of hotel services, features, and operating hours.
Coordinate with other departments on VIP amenities, special requests, service needs, and special handling.
Coordinate and inspect showrooms with housekeeping, recognize VIP arrivals, prepare welcome cards and amenities, and coordinate their delivery.
Help coordinate and attend client functions when appropriate or necessary.
Manage the department’s E-pro platform in connection with supply purchasing.
Cross-train in other sales disciplines and provide office coverage while managing shared workloads.
Schedule work to meet managers’ deadlines, clock in and out at scheduled hours, and obtain Director of Sales approval for overtime.
Promote teamwork and quality service through daily communication and coordination with other departments.
Perform other duties as assigned by management or the Director of Sales and Marketing.