Sales & Reservations Coordinator

Millennium Hotels and Resorts•Sunnyvale, CA

1d•$31 - $33•Onsite

About The Position

As our Sales & Reservations Coordinator, you will provide administrative and operational support to the Sales and Catering team while serving as a key resource for reservations, group coordination, and event execution. This role is responsible for supporting sales administration, reservations management, BEO coordination, and group and contract support in a fast-paced, high-cost labor market environment. This position is ideal for someone who is highly organized, detail-oriented, and passionate about hospitality and delivering exceptional service. You will play an essential role in supporting revenue generation and ensuring a seamless experience for clients and guests. Through organization, communication, and collaboration, you will help maintain operational excellence and support the success of the Sales & Marketing department.

Requirements

Passion for hospitality and delivering exceptional service
Strong organizational and time management skills
Excellent communication and interpersonal skills
Ability to manage multiple priorities in a fast-paced environment
Solutions-oriented mindset with strong attention to detail
Experience supporting hotel sales, reservations, catering, or conference services operations preferred
Knowledge of group reservations, rooming lists, and block management
Experience preparing Banquet Event Orders (BEOs), contracts, and proposals preferred
Familiarity with Delphi, or similar hotel systems preferred
Strong proficiency in Microsoft Office, including Word, Excel, and PowerPoint
Ability to maintain accurate records and manage multiple deadlines
Strong customer service and problem-solving skills
High school diploma or equivalent required

Nice To Haves

Associate's or Bachelor's degree in Hospitality Management, Business, or a related field preferred
Equivalent combination of education and relevant experience will be considered

Responsibilities

Provide administrative support to the Sales & Marketing team
Prepare proposals, contracts, reports, presentations, and correspondence
Maintain accurate account information and activity within sales systems
Assist with client communications and follow-up activities
Support account managers and sales leaders in achieving departmental goals
Manage rooming lists and group reservations
Coordinate group blocks and reservation details with internal departments
Ensure accurate reservation setup and inventory management
Communicate effectively with clients and guests to ensure a smooth experience
Partner with Revenue Management and Front Office teams to maximize guest satisfaction
Assist with the preparation and distribution of Banquet Event Orders (BEOs)
Coordinate event details and communicate updates to operational departments
Support Catering and Conference Services with administrative and logistical needs
Maintain accurate records and event documentation
Assist with menu updates, reports, and event correspondence
Prepare contracts, addendums, and related documentation
Ensure accuracy and compliance with company policies and procedures
Track contract status and maintain organized records
Support account managers with group and event documentation
Partner closely with Sales, Revenue Management, Catering & Conference Services, Front Office, and Food & Beverage teams
Foster a culture of collaboration, accountability, and service excellence
Contribute to a positive and high-performing team environment
Deliver exceptional service rooted in a passion for hospitality
Anticipate client and guest needs and respond with a solutions-oriented approach
Create positive and memorable experiences through responsiveness and attention to detail
Follow all company policies and procedures
Maintain accuracy in contracts, reservations, reports, and event documentation
Uphold a culture of accountability and operational excellence