Sales and Marketing - Sales Coordinator

Human Resources•Napa, CA

17h

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.