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Sales & Service Coordinator
gdhnola
- Harahan, Louisiana, United States
- Harahan, Louisiana, United States
Über
The Sales Coordinator is a key operational position within boutique hotel management, sitting at the intersection of the sales pipeline and day‑to‑day property operations. This role is responsible for ensuring that every confirmed event, group booking, and sales commitment is executed with precision, clear internal communication, and a standard of service consistent with the boutique experience both properties are known for.
The Sales Coordinator serves as the operational link between the Sales and Events pipeline and the hotel's internal departments — translating booked business into actionable plans for Food & Beverage, Housekeeping, Front Desk, Kitchen and Catering, and Maintenance teams. The role spans both boutique hotel properties and requires consistent, organized management of all active accounts across each location.
Responsibilities
Serve as the primary internal point of contact for all event and group booking coordination across both properties
Maintain and manage all sales‑related documentation and correspondence, including contracts, BEOs, rooming lists, and client communications
Communicate event and group details accurately and on time to all relevant departments, ensuring operational teams are briefed well in advance
Support the GM and AGM with sales reporting, pipeline tracking, and administrative tasks as directed
Maintain a professional, service‑forward representation of both hotel properties in all internal and external interactions
Track key metrics including event counts, group pickup rates, and BEO accuracy on an ongoing basis
Uphold the values and service standards of both properties in every client and interdepartmental touchpoint
Draft and finalize Banquet Event Orders for all confirmed events at both properties, ensuring all event details are accurately captured (date, time, room setup, menu selections, AV/equipment needs, final guest count, billing information, primary client contact)
Obtain required approvals from the DOS, GM or AGM before distributing any finalized BEO
Maintain version control on all BEOs and issue updated copies to all relevant parties whenever changes occur, clearly noting the revision date
Maintain a dedicated, organized BEO binder for each property, clearly labeled and separated by property.
Archive completed event BEOs in chronological order following each event date
Keep binders accessible to department heads and operations staff at all times during active event periods
Conduct a full binder audit every Tuesday morning (or first business day of the week) to confirm all upcoming events are current, complete, and distributed
Distribute finalized BEOs to all relevant department heads in a timely manner, including Food & Beverage, Housekeeping, Front Desk, Kitchen and Catering, and Maintenance
Follow established distribution timelines as set by each property's operational standards
Track receipt and acknowledgment from each department for every BEO distributed — maintain a log of confirmations
Follow up with any department that has not acknowledged receipt within the expected window
Maintain organized digital and physical files for all active and completed group and event accounts; filing should be current at all times
Respond to all internal and external inquiries assigned from the Director of Sales within one (1) business day of receipt
Attend relevant pre‑shift and operational meetings as directed by the GM, prepared with current event and group status updates
Uphold confidentiality of all client information, group financial details, and hotel rate and contract data at all times
Complete any additional duties assigned by the GM or AGM in support of sales and operational goals, understanding that flexibility is part of the boutique hotel environment
Skills and Qualifications
Proven experience in sales support, customer service, or administrative roles
Excellent communication and interpersonal skills
Strong organizational and multitasking abilitiesProficiency in MS Office Suite (Word, Excel, Outlook) and CRM software
Ability to work independently and as part of a team
Attention to detail and problem‑solving skills
High school diploma or equivalent; additional education or certifications in sales or customer service is a plus
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Sprachkenntnisse
- English
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