Sales Coordinator

PAH Management•Rogers, AR

10d•Onsite

About The Position

The Sales Coordinator is responsible for sales administration, group block coordination, client communication, and event support across both properties. This role serves as an operational link between the sales team and other hotel departments, helping ensure a smooth, high-quality experience from initial booking through event completion. The position is based on-site in Bentonville, Arkansas. The schedule may vary based on group and event needs, and occasional evening or weekend flexibility may be required. The role requires sitting, standing, and moving throughout the work area for extended periods, as well as occasional lifting or carrying of materials up to 20 pounds. A professional appearance and name tag are required in accordance with PAH standards.

Requirements

One or more years of experience in hotel sales, hospitality administration, or a closely related role.
Proficiency with hotel property management systems.
Strong organizational skills and ability to manage multiple priorities accurately and on deadline.
Clear and professional written and verbal communication skills.
Ability to collaborate across multiple departments and adapt to shifting priorities.
High attention to detail and commitment to accuracy in booking and billing processes.
Ability to sit, stand, and move throughout the work area for extended periods.
Ability to occasionally lift or carry materials weighing up to 20 pounds.
Flexibility for occasional evenings or weekends as group and event needs require.
Ability to meet PAH standards for professional appearance and wearing a name tag.

Nice To Haves

Experience with Delphi FDC or a similar group sales platform.
Experience supporting sales teams for a hotel operation.
Familiarity with Marriott brand systems and standards.
Demonstrated ability to build and maintain client relationships over time.

Responsibilities

Coordinate group room blocks in the Delphi FDC/PMS system, including entering rooming lists before reservation cut-off dates.
Manage group booking transitions after a group becomes definite and ensure details are accurately transferred from the sales team.
Enter group pickup and billing information into Delphi and coordinate special billing arrangements with the Guest Service Manager for accurate entry in the PMS.
Collect and process payment methods in accordance with property and brand standards.
Create event proposals and contracts in Delphi FDC and work with clients to obtain and update event details.
Prepare Banquet Event Orders (BEOs) for kitchen staff and host weekly BEO meetings with department heads.
Greet clients before events to confirm arrangements and expectations.
Follow up with clients after events to gather feedback, express appreciation, and encourage repeat and referral business.
Respond promptly and professionally to client inquiries, issues, and special requests.
Communicate group needs, special requests, and event details to guest services, housekeeping, and food and beverage teams.
Prepare group turnovers for operational department heads.
Coordinate with kitchen and banquet staff to ensure event requirements are communicated and delivered.
Notify relevant departments of customer specifications in a timely manner and escalate issues when needed.
Maintain accurate and organized records and files to support group history, future bookings, and continuity of service.
Develop and maintain relationships with key corporate, business, and travel industry accounts to support market share growth.
Coordinate property participation in seasonal wedding vendor shows and other industry events as directed.
Assist with sales office administration, including correspondence, filing, and report preparation.
Complete special projects and other assigned responsibilities.
Maintain a professional appearance and wear a name tag in accordance with PAH standards.