Sales Coordinator

River Terrace Inn, a Noble House Hotel • Napa, CA

13d • $27 • Onsite

About The Position

The Sales Coordinator supports the hotel’s sales team by handling administrative tasks, coordinating client communications, managing group bookings, and ensuring smooth execution of sales-related activities. This role helps maximize revenue by assisting with lead management, preparing proposals and contracts, and maintaining strong relationships with clients and internal departments.

Requirements

• Previous experience in hospitality, sales support, or administrative roles preferred.
• Strong written and verbal communication skills.
• Excellent organizational skills with the ability to multitask in a fast-paced environment.
• Proficiency in Microsoft Office (Outlook, Excel, Word) and familiarity with hotel PMS or sales systems.
• Customer-service mindset and ability to work collaboratively with multiple departments.

Responsibilities

• Support for both internal and external communication through emails, contracts, letters, memo’s, group resumes and BEOs
• Keep both digital and hard files organized
• Lead catcher, initial vetting process and then distribution to appropriate sales leader and/or catering only needs to ALBA
• Process dropped cash & check and transfer weekly to the bank
• Responsible for loading rooming lists into PMS and then managing changes and coordinating details (billing, room type, dates, etc) with client and sales lead.
• Monitors group booking links and communicates updates to clients
• Prepare accurate and detailed Banquet Event Orders (BEOs) & Group Resumes based on client contracts, event requirements, and operational needs.
• Collaborate with sales, catering, culinary, and operations teams to ensure all event details are documented correctly.
• Update and revise BEOs & resumes promptly as changes occur, maintaining accuracy and version control.
• Ensure BEOs and resumes are distributed to all relevant departments within established timelines.
• Verify that event setups, menus, audiovisual requirements, and special requests are clearly outlined in each document
• Communicate with clients to confirm event details and ensure expectations are fully captured.
• Coordinate with internal teams to resolve discrepancies or clarify unclear information prior to event execution.
• Maintain organized records of all BEOs & resumes for reference, billing, and post-event review.
• Support post-event reconciliation by ensuring details align with actual services rendered.
• In collaboration with the sales and finance teams, responsible for creating invoices and processing receivables for deposits, final billing, and group commissions.
• Provide site tours to potential clients as needed
• Ensures that all Inventory Levels are in Agreement for all Systems: Sales, Revenue and PMS
• Evening or weekend planned special events hosted by the sales team.
• Responsible for coordination of site visits for sales leaders, rooms, function space, reservations in ALBA

Benefits

• health benefits
• Nonstop Health benefits program
• paid Vacation
• Pay on Demand
• 401k savings plan
• Noble House Team Member and Family & Friends Rate discount Program at Noble House properties

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed