Hotel Operations & Sales Coordinator

## Hotel Operations & Sales Coordinator

**SUMMARY:**The Hotel Operations & Sales Coordinator is responsible for providing administrative support to the Sales Department while managing the hotel's accounts receivable functions. This dual-role position ensures efficient sales operations, accurate billing, timely collections, and exceptional customer service to clients, guests, and internal departments.

**COORDINATOR****ESSENTIAL DUTIES AND RESPONSIBILITIES**include the following. Other duties may be assigned by a manager as needed.

• Provide administrative support to the Director of Sales
• Prepare banquet event orders (BEOs), and other internal event documentation.
• Coordinate group bookings and maintain accurate client records.
• Respond to client inquiries and assist with reservation requests.
• Maintain sales files, reports, and customer databases.
• Assist in planning and executing sales events, promotions, and hotel marketing initiatives.
• Ensure all hotel departments are informed and prepared for upcoming groups and events.
• Prepare welcome letters and coordinate VIP amenity bags for arriving guests.
• Check on in-house groups and meeting space while coordinating with hotel departments to promptly address client requests, operational needs, or last-minute changes.
• Update Request for Proposal (RFP) information and maintain accurate records and reporting in Envision.
• Enter sales call notes, activities, and follow-up details into the Envision CRM system.
• Set follow-up reminders and help ensure timely communication with clients and prospects.
• Generate and distribute invoices for guest accounts, groups, corporate accounts, and events.
• Prepare and send invoices and account statements for direct bill accounts.
• Monitor outstanding balances and follow up on overdue accounts.
• Input invoices from all hotel departments for purchases associated with approved purchase orders.
• Input the Daily Revenue Report (DRR) and ensure accuracy of daily financial reporting.
• Prepare the daily tax-exempt report and verify supporting documentation.
• Organize and maintain completed night audit packs in accordance with hotel record retention procedures.
• Prepare weekly Credit Meeting reports, including aging summaries and account status updates.
• Count, reconcile, and audit cash banks to ensure compliance with hotel cash handling procedures.
• Respond professionally to customer billing inquiries and resolve billing discrepancies in a timely manner.
• Maintain confidentiality of financial records and customer information.
• Perform any other job-related duties as assigned.

## Qualifications

**QUALIFICATION REQUIREMENTS:**To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Organizational skills are essential along with the ability to engage multiple, ongoing tasks while meeting deadlines.
• Computer skills including Microsoft Word, PowerPoint and Excel and strong typing skills are required.
• Must be able to work with and understand financial information and data, and basic arithmetic functions.
• Must have a flexible schedule and ability to workdays, evenings or nights any day of the week, including weekends and holidays. (most weeks are M-F)
• Must have exceptional customer service skills
• The ability to consistently perform multiple tasks in a detailed manner are essential in what is a busy environment.
• Ability to work well in a team environment
• Must have a self-starter drive with an even disposition to effectively communicate with guests and staff.
• Always maintain a professional appearance and manner.