Sales and Marketing - Sales Coordinator

Human Resources•Napa, CA

15h

About The Position

The Sales Coordinator provides administrative, operational, and client-support assistance to the Sales team to ensure efficient handling of group and leisure business opportunities. This role plays a critical part in supporting revenue generation by managing inquiries, preparing proposals and contracts, coordinating internal communication, and ensuring seamless transition from sales to operations. The Sales Coordinator serves as a key liaison between Sales, Revenue Management, Marketing, Reservations, and Operations to ensure accuracy, timeliness, and exceptional client service.

Responsibilities

Sales Administrative Support
Prepare proposals, contracts, addendums, and banquet event orders (as applicable)
Manage incoming inquiries and distribute leads according to established procedures
Maintain accurate and updated records in the CRM and sales systems
Track tentative, definite, and lost business
Support RFP responses and follow-up communications
Assist with site inspection preparation and post-site follow-ups
Contract & Documentation Management
Ensure contracts are accurate, complete, and compliant with company standards
Coordinate internal review and approval processes
Track deposit schedules and key contract milestones
Maintain organized electronic and physical filing systems
Revenue & Reporting Support
Assist in compiling weekly and monthly sales reports
Track booking pace, production, and segment performance
Monitor cut-off dates, rooming lists, and block management in coordination with Revenue and Reservations
Support forecasting processes with updated sales activity data
Client & Internal Communication
Act as point of contact for client inquiries when Sales Managers are traveling or unavailable
Coordinate communication between clients and operational departments
Ensure timely and professional responses to all inquiries
Facilitate turnover meetings from Sales to Operations
Event & Operational Coordination
Support group detailing process and internal distribution of event documentation
Coordinate site visit logistics, welcome amenities, and presentation materials
Assist with execution support for key client events when required