Sales Coordinator

Job description

At OTH Hotels Resorts, our team is our number one asset. We strive to create a safe, positive, uplifting work environment for all and a culture that ignites a long-term career passion for hospitality and service. Our shared purpose is to be the Heart of Hospitality in the lives of our team members, guests, owners, partners, and communities. Job Title Sales Support Location Property Department Sales and Marketing Property, if applicable Property Specific FLSA Non-Exempt Direct Supervisor Director of Sales Job Overview As Sales Support, you will provide administrative and operational support to the Sales and Catering team to help drive revenue and ensure a seamless client experience. You will assist in managing sales processes, coordinating client communications, preparing proposals and contracts, and maintaining accurate records within sales systems. You will play a key role in supporting the sales cycle from lead intake through booking and turnover by ensuring timely responses, organized documentation, and strong internal communication. This position requires attention to detail, strong organizational skills, and the ability to manage multiple priorities in a fast-paced environment. Success in this role is measured through responsiveness, accuracy, team support, and contribution to overall sales efficiency and client satisfaction. Job Responsibilities • Advocates the Open Door Policy by assisting the property’s leadership through clear, calm, and direct communication, in accordance with the guidelines established by OTH Hotels Resorts. • Provides administrative support to the Sales and Catering team, including preparing proposals, contracts, and client correspondence. • Manages lead intake and distribution, ensuring timely assignment and follow-up. • Assists with responding to RFPs and inquiries in a timely and professional manner. • Maintains accurate records of accounts, activities, and bookings within CRM and sales systems. • Coordinates site visits, client meetings, and internal team schedules. • Prepares reports, presentations, and sales materials as needed. • Supports contract processing, including documentation, signatures, and filing. • Assists with group and event turnover documentation to ensure smooth transitions to operations teams. • Perform special projects and other responsibilities as assigned. Sales Support & Coordination • Supports the execution of sales strategies by assisting with prospecting efforts, research, and outreach preparation. • Helps maintain organized pipelines and ensures all opportunities are properly tracked. • Coordinates follow-up communication with clients as directed by the sales team. • Assists with maintaining account information and contact databases. • Supports client gifting, welcome amenities, and special arrangements as needed. RFP Management & Proposal Support • Assists in preparing and sending proposals, ensuring accuracy and alignment with client requirements. • Supports RFP response processes, including gathering information and formatting responses. • Ensures all documentation is complete, organized, and stored appropriately. • Maintains professionalism and consistency in all written communication. Contracting, & Administrative Support • Assists with contract preparation, revisions, and distribution. • Tracks contract status, deposits, and important deadlines. • Ensures proper filing and record-keeping of all agreements and correspondence. • Coordinates with accounting or leadership on payment-related documentation as needed. Cross-Functional Collaboration & Turnover • Works closely with Sales, Catering, and Operations teams to support smooth handoff of booked business. • Assists in preparing turnover documents and internal communication for upcoming groups and events. • Supports internal meetings, including preparing agendas, notes, and follow-up items. • Help ensure all client details are communicated clearly and accurately to operational teams. Reporting & Analytics • Maintains accurate data entry in CRM systems to support reporting and forecasting. • Assists with generating weekly and monthly sales reports. • Tracks activity levels, lead response times, and other key performance indicators. • Provides administrative support for forecasting and budget tracking as needed. Job Requirements Education: Associate’s or Bachelor’s degree in Hospitality Management, Business, or related field preferred, or equivalent experience. Experience: One (1) to two (2) years of experience in hospitality, sales support, administrative, or customer service roles preferred. Experience with hotel systems, CRM platforms, or event management tools is a plus. Skills and Abilities: • Strong organizational and time management skills with attention to detail. • Excellent written and verbal communication skills. • Ability to manage multiple tasks and deadlines in a fast-paced environment. • Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint). • Familiarity with CRM systems and RFP platforms (e.g., CVENT) preferred. • Positive, team-oriented attitude with a willingness to learn and grow. • Hospitality-focused mindset with a commitment to supporting exceptional guest experiences. Travel required: Minimal travel required; occasional local travel may be needed for client visits or events. Physical requirements: Ability to move throughout the property/venue during site inspections and events; ability to stand/walk for extended periods as needed during event days; ability to lift and carry light materials (e.g., brochures, signage, sample kits) as required. This job description is intended to describe the general nature and level of work being performed. It is not an exhaustive list of all responsibilities, duties, and skills required. Management reserves the right to modify, add, or remove duties as necessary. We may use artificial intelligence (AI) tools to assist in evaluating applications, including screening and ranking candidates based on job-related qualifications. These tools support, but do not replace, human decision-making. All final hiring decisions are made by our recruitment team.