Sales Coordinator - AC Hotel San Diego Downtown Gaslamp Quarter

Pyramid Global Hospitality•San Diego, CA

About The Position

The Sales Coordinator provides administrative, operational, and client support to the Sales Department at the AC Hotel San Diego Downtown Gaslamp Quarter. The role supports group bookings, corporate accounts, proposals, contracts, reports, site inspections, client communications, and coordination with hotel departments, helping ensure a smooth sales process from initial inquiry through post-event follow-up. The position supports revenue generation and client relationships by keeping sales information and files accurate, coordinating group details, assisting with client inquiries, preparing reports and sales materials, and communicating requirements to hotel teams. The successful candidate is organized, detail-oriented, professional, and service-focused, and works collaboratively to uphold AC Hotels and Pyramid Global Hospitality standards.

Requirements

Strong written and verbal communication skills.
Excellent organizational and time-management skills, attention to detail, and ability to manage multiple priorities.
Professional demeanor and a client-focused approach.
Ability to work independently and collaboratively in a fast-paced hotel environment.
Proficiency in Microsoft Office, particularly Outlook, Word, and Excel.
Ability to maintain confidentiality and handle sensitive client and business information appropriately.
Strong administrative, follow-up, prioritization, and project-management abilities.
Professional email and telephone etiquette.
Positive, collaborative, team-oriented attitude and commitment to hospitality excellence.
Problem-solving and critical-thinking skills.
Comfort working with numbers, reports, contracts, and booking details.
Flexibility and willingness to take on additional administrative responsibilities as business needs require.
Ability to sit, stand, and walk for extended periods; tour hotel areas with clients; lift or carry light materials; and use a computer, telephone, and other office equipment for extended periods.

Nice To Haves

Previous hotel, hospitality, sales, front office, events, or administrative experience.
Experience with hotel sales and operating systems such as CI/TY, Delphi, StayPMS, Lightspeed, Power of M, or similar platforms.

Responsibilities

Provide administrative and operational support to the Director of Sales and Sales Managers.
Prepare proposals, contracts, addendums, group resumes, banquet event orders, correspondence, reports, presentations, and other sales documents.
Maintain accurate sales-system records, accounts, contacts, leads, activities, bookings, follow-up tasks, and client notes.
Manage group files and track contracts, deposits, rooming lists, billing details, deadlines, reservation cut-off dates, pickup, attrition, and special requests.
Assist with group inquiries, room blocks, rates, concessions, booking details, reservations, billing, folios, invoices, and commission follow-up.
Monitor incoming inquiries, enter leads, and ensure timely client follow-up.
Coordinate group details with Front Office, Revenue Management, Accounting, Food and Beverage, and other hotel departments.
Prepare welcome letters, amenity requests, VIP notes, and group arrival details.
Respond professionally to client emails and phone calls, provide hotel and booking information, and assist with reservation, billing, rooming-list, and event questions.
Follow up with clients regarding contracts, deposits, menus, guarantees, rooming lists, and final arrangements.
Prepare daily, weekly, and monthly sales reports, including production, pickup, pace, lost business, and booking summaries.
Track sales activities, account follow-ups, proposals, pending contracts, and definite bookings; maintain accurate data for forecasting and revenue management.
Assist with site inspections, client appointments, hotel tours, and follow-up communication; prepare materials and coordinate facility readiness.
Assist with hotel collateral, sales campaigns, client outreach, promotional emails, market research, and client database maintenance.
Support networking events, trade shows, community partnerships, and initiatives to strengthen client relationships and generate revenue.
Attend sales, pre-convention, operations, and revenue meetings as needed, and communicate group and event details to relevant departments.
Provide excellent service, anticipate client needs, address questions and concerns professionally, and escalate issues when appropriate.
Maintain organized sales files, meet deadlines, support revenue goals, collaborate with hotel teams, and perform additional administrative tasks as needed.