Sales Coordinator

Peachtree Group Hospitality Management•Gulf Shores, AL

About The Position

The Sales Coordinator provides administrative and operational support to the Sales, Catering, and Conference Services teams to ensure exceptional service delivery and successful execution of group business. The role serves as a liaison between clients and hotel departments throughout the sales process, supporting group housing management, event documentation, contract administration, and internal communication. The ideal candidate is organized, detail-oriented, and able to thrive in a fast-paced hospitality environment. Responsibilities include supporting sales and conference services leaders, preparing contracts and event documents, managing inquiries and client records, assisting with sales reports, and coordinating site inspections. The coordinator manages group room blocks, reservation links, pickup reports, rooming lists, reservation changes, cutoff communications, and special requests. The role also supports conference and catering managers with event planning and distributes event documents to operational teams. The position involves responding to client inquiries, maintaining relationships with clients, vendors, and internal departments, and coordinating event details across hotel teams. General office duties include answering phones, managing shared email, maintaining filing systems, coordinating office supplies, and participating in meetings, training, and hotel-wide initiatives. The position operates in a professional hotel environment and may require occasional evening or weekend availability to support client events, site visits, or operational needs.

Requirements

High school diploma or equivalent required.
Minimum one year of administrative, hospitality, sales, or event planning experience preferred.
Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint, and Canva.
Exceptional organizational and time management skills.
Strong attention to detail and ability to manage multiple priorities simultaneously.
Excellent written and verbal communication skills.
Ability to maintain confidentiality and exercise sound judgment.
Strong customer service orientation and professional demeanor.
Ability to work independently and collaborate effectively with cross-functional teams.
Adaptability and flexibility in a dynamic hospitality environment.
Ability to sit, stand, and walk for extended periods.
Ability to occasionally lift and carry up to 20 pounds.
Ability to tour the property and meeting spaces as required.

Nice To Haves

Associate's or bachelor's degree in Hospitality Management, Business Administration, or a related field.
Previous hotel experience, preferably in a full-service environment.
Experience with Delphi, OnQ, or similar hotel systems.
At least one year of administrative, hospitality, sales, or event planning experience.

Responsibilities

Provide administrative support to the Director of Sales, Sales Managers, and Conference Services team.
Prepare contracts, in-house banquet event orders (BEOs), and client correspondence using Delphi and other hotel systems.
Manage incoming inquiries and direct leads according to response guidelines.
Maintain client records, activity notes, and account information in Delphi.
Assist with weekly, monthly, and quarterly sales reports and productivity tracking.
Coordinate site inspections and familiarization tours.
Process and distribute internal communication documents, including turnover files and meeting resumes.
Support sales initiatives, promotions, and special projects.
Build, maintain, and monitor group room blocks with Revenue Management and Front Office teams.
Manage group reservation links, monitor pickup reports, and communicate block performance to sales managers and clients.
Process rooming lists, reservation adjustments, and cutoff date communications.
Assist clients with reservation questions and coordinate solutions with Reservations and Front Office departments.
Enter rooming information accurately into OnQ and related systems.
Monitor group guests’ special requests, VIP arrivals, and rooming requirements.
Provide administrative assistance to Conference and Catering Services Managers during the planning process.
Coordinate distribution of event documents, including BEOs, event diagrams, meeting resumes, and daily event reports, to operational departments.
Attend weekly resume meetings as needed.
Support Conference and Catering Services in delivering events and maintaining guest satisfaction.
Respond promptly and professionally to client inquiries and requests.
Maintain working relationships with clients, vendors, and internal departments; anticipate needs and provide proactive support.
Assist with post-event follow-up and client feedback collection when applicable.
Coordinate event details with Food & Beverage, Banquet Staff, Audio Visual, Accounting, Front Desk, and Hotel Operations.
Answer department phone calls and manage shared email correspondence.
Maintain organized electronic and physical filing systems.
Coordinate office supply inventory and department administrative needs.
Participate in departmental meetings, training sessions, and hotel-wide initiatives.
Perform additional duties as assigned to support the Sales & Marketing department.