Sales and Event Coordinator

Position: The Sales Coordinator

Reports To: Director of Sales / General Manager

Position Summary:

The Sales & Event Coordinator is responsible for providing administrative, sales, and event coordination support to the hotels Sales department. This position assists with generating and servicing group, meeting, and catering business while coordinating the details necessary for successful event execution.

The Sales & Event Coordinator serves as an important connection between clients and hotel departments, ensuring group and event details are communicated accurately, documented appropriately, and followed through from booking through departure. This role requires strong organization, attention to detail, proactive communication, and the ability to manage multiple deadlines while maintaining a high level of guest and client service.

Pay Range: $17.00 - $18.50 based on experience and qualifications

Essential functions: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

- Support the Director of Sales in executing contracts, proposals, correspondence, group bookings, meetings, and catering opportunities.

- Assist with sales efforts, including prospecting and soliciting new business and selling guestrooms, meeting space, and catering services.

- Respond to assigned sales and event inquiries in a timely, professional manner and provide appropriate follow-up throughout the sales and planning process.

- Coordinate booked groups and events from initial planning through execution, serving as a point of contact for assigned clients.

- Proactively review upcoming groups and events to ensure all details are complete well in advance of arrival or event date.

- Coordinate group rooming lists, reservation details, billing instructions, credit card authorizations, direct billing, tax-exempt documentation, special requests, VIP arrangements, and other group requirements.

- Prepare, maintain, and distribute accurate Banquet Event Orders (BEOs), ensuring event details, timelines, room setups, food and beverage requirements, billing, and special requests are clearly communicated to appropriate departments.

- Coordinate meeting room reservations, room setups, audiovisual/equipment needs, food and beverage arrangements, and other event requirements.

- Communicate event and group details effectively with Front Office, Housekeeping, Food & Beverage, Engineering, and other departments to ensure seamless execution.

- Conduct pre-event follow-up with clients to confirm final attendance, setup, food and beverage selections, billing arrangements, and other outstanding details.

- Monitor events and group arrivals as appropriate, assisting with last-minute needs and ensuring commitments made to clients are fulfilled.

- Complete post-event and post-group follow-up, including billing review, outstanding documentation, client communication, and internal follow-through as needed.

- Conduct hotel site tours for prospective and existing clients and assist with sales-related events, client functions, networking opportunities, and sales blitzes.

- Maintain accurate and organized sales records, client files, traces, account information, and event documentation within applicable hotel systems.

- Maintain appropriate follow-up and trace systems to ensure deadlines, client commitments, and outstanding items are completed without repeated management follow-up.

- Assist with social media, direct mail, sales packets, promotional materials, and other hotel marketing initiatives as assigned.

- Produce weekly sales productivity and group status reports and assist with preparation for sales and revenue meetings.

- Participate in hotel meetings related to upcoming groups, events, operations, and sales activities and communicate relevant information to appropriate departments.

- Assist with group arrivals, guest check-ins, event setup, food and beverage service, and other operational needs when appropriate.

- Maintain office supplies and assist with administrative functions of the Sales department.

- Take every opportunity to enhance the client and guest experience, ensuring all interactions are professional, responsive, courteous, and solution-focused.

- Build and maintain positive relationships with clients before, during, and after their events and stays to encourage repeat business.

- Work collaboratively across departments and take ownership of assigned responsibilities through completion.

- Perform other duties as assigned to support the Sales department and overall hotel operation .

Qualifications :

- Education: College/Associates degree preferred or equivalent combination of experience and education

- Experience: Minimum of one year of secretarial or administrative experience, preferably in a hotel environment.

- Sales experience is preferred.

- Strong organizational and detail-oriented skills with the ability to multitask effectively.

- Excellent verbal and written communication skills.

- Availability to meet with guests, assist with check-ins, and work weekends as required.

- Must be self-motivated, able to work independently, and thrive in a fast-paced environment.

- Must be able to lift up to 15 pounds occasionally and handle equipment, including computers and printers.

Taking Care of You – Our Benefits

At Ivy, we believe in supporting our team both at work and in their personal lives. Your eligibility for benefits is based on your employment status, and full details will be shared with you during your first 30 days. Heres a look at what we offer to help take care of you and your loved ones:

Health & Wellness

- Medical

- Dental

- Vision

- Flexible Spending Account (FSA)

- Health Savings Account (HSA)

Financial Security & Peace of Mind

- Basic Life Insurance & AD&D

- Voluntary Life Insurance

- Voluntary Short-Term Disability

- Voluntary Long-Term Disability

- Critical Illness, Hospital Indemnity & Accident Plans

- Pet Insurance

- Eligible for 401(k) participation after 90 days of full-time employment.

Time to Recharge

- Paid Time Off (PTO), available as its accrued

Ivy Hospitality is an equal opportunity employer that is committed to inclusion and diversity. We take affirmative action to ensure equal opportunity for all applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other legally protected characteristics.

Ivy Hospitality participates in E-Verify

In accordance with company policy, Ivy Hospitality does not hire minors; all applicants must be 18 years or older.

This description is a summary of primary responsibilities and qualifications. The job description is not intended to include all duties or qualifications that may be required now or in the future.