Sales Coordinator / Executive Assistant

Job description

Pyramid Global Hospitality is a leading hospitality management company with a portfolio of more than 200 hotels and resorts and over 18,000 associates across the United States, Caribbean, and Europe. Our platform includes Benchmark Resorts & Hotels , a collection of distinctive independent properties; Axiom Hospitality , our European hotel management company; and PYRAMIDWORKS , which provides integrated workplace and facilities services. With corporate offices in Boston, The Woodlands, Texas, and London, Pyramid combines global scale with a hands-on approach focused on exceptional service, operational excellence, and long-term partnerships. At Pyramid, our people are at the heart of everything we do. We are committed to creating an environment where associates are respected, supported, and empowered to grow their careers. Team members have the opportunity to collaborate directly with experienced leaders, take on meaningful stretch assignments, and gain exposure to a diverse portfolio of properties, brands, and markets. Whether you are beginning your hospitality career or bringing years of experience, you'll find opportunities to learn, develop, and make an impact. Our commitment to associates, guests, owners, and the communities we serve has helped make Pyramid and our properties among the most recognized in hospitality. From being named among the best places to work by respected publications such as USA Today, The Boston Globe, and The Houston Chronicle to earning top travel accolades from Travel + Leisure, Condé Nast Traveler, Forbes Travel Guide, and U.S. News & World Report, these recognitions reflect the culture, service excellence, and commitment to people that define the Pyramid experience. About our property: At the Pullman Miami Airport we pride ourselves on being the best employer in the area. What sets us apart? Our culture, full benefit plans, including 401k with a company match and our lucrative bonus programs, to name a few. We are looking for talented people who have a genuine passion for service. Our Core Values involve personal development, people, and a desire for wanting them to succeed. We believe each member of our team has a key part to play in our delivery of outstanding service and memorable experiences for each guest. We want a Resort that people want to come to, not through. Find out today what a career with Pyramid Hotel Group at the Pullman Miami Airport can mean for you! What you will have an opportunity to do: The Sales Coordinator / Executive Assistant to the General Manager is a dual-role position primarily responsible for providing administrative and coordination support to the Sales team, while also assisting the General Manager with executive-level administrative responsibilities, IT coordination, and Safety & Sustainable Development reporting. The Sales Coordinator plays an important role in keeping the Sales department organized, ensuring timely follow-up with clients and internal departments, and supporting the team in achieving its revenue and customer-service objectives. In addition, this position provides direct administrative support to the General Manager and serves as a key administrative liaison for hotel technology needs, safety documentation, sustainability initiatives, and reporting. The ideal candidate is highly organized, detail-oriented, proactive, professional, and comfortable working across multiple hotel departments in a fast-paced, 281-room full-service hotel environment. ESSENTIAL FUNCTIONS Sales Coordinator Provide daily administrative and coordination support to the Director of Sales and Sales team. Assist with the preparation and organization of proposals, contracts, presentations, reports, correspondence, and other sales materials. Maintain accurate and organized client, group, sales, and departmental files. Assist with tracking leads, proposals, contracts, sales activities, and follow-up items. Coordinate communication between the Sales team and hotel departments, including Front Office, Operations, Catering, Food & Beverage, Housekeeping, Accounting, and Engineering. Assist with scheduling client appointments, sales calls, site inspections, meetings, and hotel tours. Support the Sales team with preparation for client meetings, trade shows, networking events, and promotional activities. Assist with group and meeting coordination by ensuring relevant information is communicated accurately and timely to operational departments. Prepare and distribute internal and external communications as directed by the Sales team. Assist with maintaining sales collateral, presentations, promotional materials, rate information, and other department resources. Respond to client and internal requests promptly and professionally. Assist with preparing weekly, monthly, and other sales reports as required. Help coordinate VIP arrivals, client visits, sales-related events, and special hotel programs. Follow up on outstanding items and ensure commitments are communicated and completed. Provide general administrative assistance to the Sales team during high-volume periods. Maintain a professional and welcoming presence for clients and business partners visiting the hotel. Assist with special projects and other responsibilities as assigned by the Director of Sales. Executive Assistant to the General Manager — Secondary Responsibility Provide administrative support to the General Manager, including calendar management, scheduling, correspondence, meeting coordination, and document preparation. Coordinate internal and external meetings, appointments, conference calls, and hotel events for the General Manager. Prepare agendas, presentations, reports, meeting materials, and follow-up documentation. Maintain organized and confidential executive files and records. Draft, proofread, and format professional correspondence and communications on behalf of the General Manager. Assist the General Manager with tracking and following up on action items and departmental initiatives. Coordinate leadership meetings and assist with preparation of materials for ownership, management company, brand, and executive meetings. Serve as a professional point of contact for executives, VIP guests, clients, vendors, and business partners. Assist with special projects and assignments as directed by the General Manager. Handle confidential information with discretion and professionalism. Provide administrative support during hotel inspections, executive visits, special events, and other key property initiatives. IT Coordination Serve as an administrative liaison between the hotel and corporate/brand IT support teams and technology vendors. Coordinate and track hotel IT service requests, support tickets, equipment needs, and technology-related follow-up. Assist with coordinating IT support for new hires, transfers, terminations, and changes in employee access as directed by management. Coordinate scheduling for IT technicians, vendors, equipment installations, repairs, and system upgrades. Maintain organized records of IT requests, equipment, service visits, and outstanding technology issues. Follow up on open IT tickets and communicate status updates to the appropriate department leaders. Assist with coordination of technology needs for meetings, presentations, events, and executive functions. Escalate recurring or critical technology issues to the appropriate IT support contact. Support hotel leadership with administrative coordination related to cybersecurity awareness, system updates, and technology communications. Maintain confidentiality and appropriate security practices when handling employee, guest, and hotel technology information. Safety & Sustainable Development Reporting Assist the General Manager and hotel leadership with administrative coordination of Safety, Risk Management, and Sustainable Development initiatives. Collect, organize, and maintain documentation required for hotel safety, compliance, sustainability, and brand What are we looking for? Someone with a High school diploma or equivalent Someone with previous hotel or resort experience preferred Someone with a strong desire to make an impact on other people Someone with an outgoing and engaging personality Someone with strong Computer skills Someone with excellent verbal and written communication skills Someone with the ability to work in a fast-paced setting QUALIFICATIONS Minimum of 2-3 years of experience in hotel sales coordination, hospitality administration, executive support, or a similar role. Previous experience in a full-service hotel environment strongly preferred. Familiarity with Opera Cloud, CRM, sales systems, or event/group management systems preferred. Bilingual English/Spanish strongly preferred. Familiarity with Accor systems, processes, and brand standards is a plus. Flexible schedule, including evenings, weekends and holidays Compensation: $20 - $20 Pyramid Global Hospitality is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Actual compensation packages are based on a wide array of factors unique to each candidate, including but not limited to skill set, years & depth of experience, certifications and specific office location. This may differ in other locations due to cost of labor considerations.