Hotel Sales Coordinator / Marketing Coordinator Duties And Responsibility

Hotel Sales Coordinator: Role, Responsibilities, and Career Path

As a Hotel Sales Coordinator, your main responsibility is to assist the sales team in promoting the hotel’s services and facilities to potential clients. You will provide high-level administrative support, enabling the sales managers to focus on selling guest rooms, catering services, and banquet facilities. This role is a critical link between the sales team, other hotel departments, and the client.

You will be responsible for maintaining and updating sales databases, preparing sales reports, and coordinating with various departments to ensure all client needs are met. This often includes managing schedules, preparing proposals, and handling client inquiries.

In addition, you may assist with managing social media accounts, creating marketing materials, and arranging events to showcase the hotel’s offerings. To be successful, you will need excellent communication and organizational skills, a strong desire for hospitality, and the ability to work in a fast-paced, dynamic environment.

Duties and Responsibilities for Sales Coordinator

The responsibilities of a Sales Coordinator are diverse and can be grouped into several key areas:

1. Administrative & Team Support

Answer phones and respond to caller’s questions in a professional manner.
Manage and maintain the schedules, appointments, and travel arrangements for the sales and management team.
Prepare and distribute sales-related documents (proposals, contracts, Banquet Event Orders, CVGR letters).
Record, copy, and distribute the minutes of meetings.
Print daily sales reports and sales manager productivity reports for the Director of Sales.
File and retrieve documents and reference materials.
Ensure the adequacy of sales-related equipment or materials is available at all times.
Perform other tasks as assigned by the Director of Sales or Management.

2. Client Communication & Service

Serve as the primary point of contact for clients, communicating by telephone and email to respond to questions and requests.
Answer client questions about property facilities and services (e.g., operating hours, room rates and types, packages, promotions).
Meet with clients in the absence of a sales manager to present sales details professionally.
Conduct hotel site tours with potential clients.
Respond to complaints from customers and provide after-sales support when requested.

3. Sales Process & Database Management

Responsible for coordinating internally with the sales & marketing team.
Generate leads for groups and/or companies through internet searches, networking, and other methods.
Design, upload, extract, and maintain the customer database.
Create and manage company and travel agent profiles in the property management system.
Understand the process of merging profiles to maintain a clean database.
Load and manage rate codes into the hotel’s software, linking negotiated rates with the correct company profiles.
Ensure all documents (BEOs, contracts, proposals) are completed accurately and on time.

4. Coordination & Event Support

Coordinate with clients & suppliers, preparing proposals and collecting details.
Assemble information packages (brochures, promotional materials, sales kits, welcome kits, etc.).
Arrange and coordinate meetings, events, and appointments.
Coordinate required arrangements with vendors related to sales.
Establish strong relationships with vendors to ensure the maximization of hotel revenue.

Prerequisites and Qualifications

Prerequisites

Must be able to talk to other people using clear and professional language.
Ability to prepare and review written documents accurately and completely.
Knowledge of practical job duties and standard office administrative procedures.
Very good customer service skills.
Able to communicate effectively in English, both in written and oral form.
Must be friendly, customer-centric, smiling, and able to work in a team environment.

Education

Diploma or degree in Business Management or a related field.
Good computer skills; advanced in the use of Microsoft Office (Word, Excel, PowerPoint, Access).
Knowledge of sales and marketing modules such as Delphi, Opera S&M, or Protel is preferred.

Experience

Two years or more of experience working in hotels, clerical, or sales.
Previous experience working in the same role is an added value.

Sample Interview Questions for a Hotel Sales Coordinator

Can you give a general overview of your experience in hotel sales coordination and what specific projects you have handled?
How do you manage and prioritize multiple tasks, such as responding to inquiries, coordinating site visits, and preparing sales materials?
Can you share an example of a successful sales coordination project you were part of and its impact on securing business?
How do you collaborate with the sales team, other hotel staff, and clients to ensure smooth communication during the sales process?
Have you been involved in coordinating promotional events? How did you ensure the initiative’s success?
What steps do you take to maintain accurate and current client data and interactions in a CRM?
How do you handle client inquiries to ensure a high level of customer service, and how do you overcome challenges in meeting client expectations?
What CRM or sales software have you used, and how do you use technology to improve the sales coordination process?

Salary for Hotel Sales Coordinator Position

Salaries for Hotel Sales Coordinators can vary based on factors such as the location, size and prestige of the hotel, and the candidate’s level of experience. In January 2024, the average salary for sales coordinators in the United States ranged from $40,000 to $55,000 per year.

It is important to note that this salary range can change. It is advisable to examine current salary trends using industry reports, salary surveys, and job boards specific to your region and the hotel sector. Consulting with local HR professionals or recruitment agencies can also provide insight into the current compensation landscape.

The main role of the sales coordinator is to carry out essential office tasks to support the Sales & Marketing team, including submitting emails, typing, faxing, copying, loading special rates into the property management system, and maintaining customer profiles.