Sales Coordinator

Sonesta White Plains, NY•City of White Plains, NY

9d•$28 - $30

About The Position

The Sales Coordinator executes the hotel’s sales strategy as defined by the Director of Sales and Marketing, supporting occupancy, average daily rate, extended-stay, and market-share goals. The role assists with client requests, handles inquiries when sales leaders are unavailable, and performs administrative work including contracts, meeting-room logistics, group rooming lists, and reports. The coordinator supports sales and catering operations using Delphi and related hotel systems. Responsibilities include preparing proposals and event documents, maintaining accurate records and reports, coordinating group bookings and event details, following up with clients, and working with other hotel departments to support guest and client needs. The role may also assist with tours, show-room inspections, VIP arrivals, and client functions. The position requires fluent English, professional communication, basic mathematical ability, and organizational and problem-solving skills. The work involves frequent movement around the facility and handling objects or equipment, including carrying, lifting, or pulling items weighing up to 25 pounds. The anticipated pay range is $28.00–$30.00 per hour; actual base pay may vary based on job-related knowledge, skills, and experience.

Requirements

Ability to speak, read, and write fluent English.
Professional verbal and written communication skills.
Mathematical skills, including basic math, budgeting, profit-and-loss concepts, percentages, and variances.
Problem-solving, reasoning, motivating, organizational, and training abilities.
Ability to frequently stand, bend, climb, kneel, and move about the facility.
Ability to carry, lift, or pull items weighing up to 25 pounds and frequently handle objects and equipment.

Nice To Haves

Experience with Microsoft Office and Opera systems is preferred.
Experience with Delphi and Canva is preferred.
Knowledge of additional languages is beneficial.

Responsibilities

Prepare proposals, letters, contracts, correspondence, and other administrative documents; collect data, update databases, and complete departmental monthly reports.
Coordinate office functions, including purchasing supplies, handling messages and phone calls, responding to guest requests, and assisting with site inspections as needed.
Qualify sales inquiries, ensure inquiry information is accurate and thorough, and direct callers to the appropriate manager.
Audit space blocked in Delphi and verify guestroom and meeting-space availability, food-and-beverage forecasts, and banquet staffing information.
Submit proposals for smaller group inquiries on behalf of sales managers.
Respond to client calls and special requests, obtain booking details, follow up regularly, and maintain accurate client information.
Resolve guest requests and complaints to the guest’s satisfaction and inform a supervisor of major problems or dissatisfied clients.
Enter leads into Delphi and maintain an active inquiry trace and follow-up system.
Produce contracts, form letters, banquet event orders, daily reports, group resumes, diagrams, event schedules, reader boards, and weekly reports.
Build and manage room blocks in Delphi, handle group rooming lists and changes, ensure correct group-block coding, and enter groups into Passkey and SynXis so clients receive booking links.
Process group definite booking turnovers, handle amenity requests, and assist with group requests involving room changes, guestroom counts, and related details.
Administer Delphi catering documents, including creating contracts and banquet event orders, revising BEOs, and updating bookings; coordinate the BEO process and verify completeness and accuracy.
Ensure deposits are paid, send receipts to clients, process group commissions, and email weekly pickup reports to groups and Sales & Catering.
Cross-reference banquet checks with night-audit reports and assist with Delphi cleanup and maintenance.
Cross-train in other sales-department disciplines and share workload to provide office coverage when colleagues are absent.
Work scheduled hours, including the scheduled 30-minute lunch; obtain Director of Sales approval for overtime and schedule work to meet managers’ deadlines.
Communicate and coordinate with the sales team and other hotel departments to promote teamwork and quality service, including coordinating VIP amenities, special requests, and other guest needs.
Maintain knowledge of hotel services, features, and operating hours; use the E-pro platform for departmental purchasing.
Coordinate and inspect showrooms with housekeeping, recognize VIP arrivals, prepare welcome cards and amenities, and distribute them to the appropriate departments.
Help coordinate and attend client functions when appropriate or necessary; perform other assigned duties, such as guestroom and property tours, handling mail, and routing calls.