Sales & Marketing Coordinator

Overview

The Sales & Marketing Coordinator role is designed to provide thorough administrative and operational assistance to the Sales and Marketing department. This position involves managing client communications, reservations, group and event details, marketing projects, property tours, reporting duties, and financial tasks to ensure precise execution and an exceptional experience for clients and guests.

Main Responsibilities

• Address inquiries from clients, travel advisors, media, and partners via phone and email with accurate information on rates, confirmations, and timely responses.
• Support the Director of Sales and Marketing and the team through correspondence, meeting arrangements, project coordination, report generation, presentations, and other departmental tasks.
• Manage client communication during the sales cycle, including preparing proposals, contracts, addendums, requesting deposits, sending reminders, and clarifying booking details.
• Develop and maintain positive relationships with clients and internal colleagues, representing the brand professionally and offering responsive, service-driven support.
• Accurately create and manage various reservations including individual, VIP, media visits, site tours, and group bookings with detailed attention to room blocks, profiles, billing, amenities, routing, rates, and special requests.
• Coordinate site visits, familiarization trips, property tours, media stays, special events, and client entertainment, ensuring all preparations, agendas, alerts, and departmental communications are well managed.
• Support group and event bookings by tracking room usage, pickup, cutoff deadlines, deposits, attrition, function-space availability, and contractual terms collaborating with related departments.
• Ensure communication of booking changes and details to relevant departments to guarantee smooth guest experiences and event executions.
• Assist with marketing activities including photoshoots, media visits, promotional campaigns, special offers, internal events, public relations, social media, and everyday projects.
• Coordinate the development, reviewing, ordering, and inventory management of sales collateral, promotional materials, menus, client gifts, and branded items.
• Maintain accurate listings on third-party platforms, digital content, calendars, VIP and media alerts, liaising closely with the Marketing team.
• Provide property tours and assist with amenities, itineraries, agendas, and logistics for clients, media, VIPs, and business partners visiting the property.
• Keep precise sales production reports, booking logs, account activities, calendars, departmental files, and entries across sales, catering, reservation, and property management systems.
• Process invoices, expense coding, follow-up on outstanding payments, coordinate gift certificate processes, and ensure timely financial documentation submission to Accounting.
• Manage third-party billing requests, commission inquiries, and proforma invoices.
• Prepare and distribute reports, meeting notes, site inspection documents, VIP alerts, contracts, confirmations, and other operational materials with attention to accuracy and confidentiality.
• Collaborate with multiple departments including Sales, Marketing, Catering, Banquets, Revenue Management, Front Office, Food and Beverage, and Accounting to support various business needs.
• Deliver high standards of customer service aligned with luxury hospitality expectations.
• Cultivate positive interactions with clients, vendors, and internal teams.
• Engage in Business Event Orders (BEO) meetings, sales and marketing sessions, operations meetings, site inspections, and event walkthroughs.
• Assist with onsite event management by addressing client requirements and professionally resolving operational issues.
• Exhibit professionalism, detail orientation, organization, and initiative in problem-solving.
• Promote a workplace culture founded on care, creativity, confidence, and curiosity.