Sales Coordinator at Hotel Theo in New Orleans, LA

Job description

• The Sales Coordinator serves as the administrative and operational backbone of the sales department, supporting the Director of Sales in driving revenue growth, maintaining client relationships, and ensuring seamless execution of group and meeting business. This position is responsible for managing sales inquiries, coordinating group bookings and events, responding to leads and requests for proposals, maintaining sales systems and databases, conducting prospecting activities, and serving as a liaison between clients and hotel departments. The Sales Coordinator plays an active role in supporting sales efforts, enhancing guest satisfaction, and contributing to the overall success of the hotel's sales strategy.

Responsibilities

• Provide direct administrative and sales support to the Director of Sales and sales team.
• Serve as the primary on-property contact for incoming sales inquiries, group requests, and meeting space availability.
• Respond promptly to leads, requests for proposals (RFPs), and client correspondence.
• Coordinate group room blocks, rooming lists, billing arrangements, meeting space assignments, and event logistics utilizing hotel sales and property management systems.
• Prepare and distribute group agreements, event documentation, banquet event orders, and group resumes.
• Maintain accurate records within the sales database, including lead activity, sales calls, client correspondence, group status updates, and account information.
• Assist with prospecting efforts through telemarketing, outbound sales calls, lead generation, market research, and account development activities.
• Conduct follow-up communications with clients before, during, and after events to ensure satisfaction and identify future business opportunities.
• Coordinate and assist with client site inspections, sales presentations, property tours, and VIP arrivals.
• Monitor group pickup, room block utilization, and payment status to ensure accurate forecasting and successful program execution.
• Prepare weekly, monthly, and quarterly sales reports, forecasting information, sales activity summaries, and performance tracking documents.
• Collaborate closely with Front Office, Housekeeping, Food & Beverage, and other operational departments to communicate client requirements and ensure excellent execution of group programs.
• Conduct routine inspections of meeting space and guest areas to ensure readiness for client visits, site tours, and events.
• Support social media initiatives, email marketing campaigns, and sales collateral preparation as directed by the Director of Sales.
• Prepare welcome amenities, arrival communications, handwritten guest recognition notes, and other customer engagement initiatives for key accounts and VIP guests.
• Participate in community networking functions, chamber events, convention and visitor’s bureau activities, and other business development opportunities as assigned.
• Maintain organized sales files, contracts, reports, correspondence, and department records.
• Answer incoming sales calls, route inquiries appropriately, and provide exceptional customer service to clients and guests.
• Uphold all brand standards, company values, service expectations, and ethical business practices.
• Perform additional duties and special projects as assigned by the Director of Sales or General Manager.

Requirements

• Prior hotel front desk, guest service, or administrative support experience preferred.
• Proficiency in Microsoft 365 (Word, Excel, Outlook, PowerPoint).
• Familiarity with hotel PMS systems and sales CRM platforms (such as Delphi) is a strong plus.
• Strong written, verbal, and interpersonal communication skills with keen attention to detail.
• High school diploma, GED, or equivalent required; Associate or Bachelor’s degree in Hospitality Management, Business Administration, or related field preferred.

Skills

Required

• Keen attention to detail

Preferred

• Familiarity with hotel PMS systems

Benefits

• We offer comprehensive Medical/Dental/Vision benefits, 401(k), a generous PTO program, and the opportunity to join a winning culture recognized for rewarding our best with opportunities to advance their career within the company.