Sales Coordinator

Pacific Hospitality Group provides a unique value proposition to investors and team members through our owner/operator approach. We are a family focused company committed to long term holds that enable us to grow our business and our team members. Our vision is to enrich people’s lives by offering memorable experiences, giving back to our communities and honoring God in all that we do. We are focused on long-term value creation and sustainable growth.
Our Guiding Principles:
Integrity, Compliance, Value Creation, Principled Entrepreneurship, Customer Focus, Knowledge, Change, Humility, Respect, & Fulfillment
This position pays $22.00 hour to $24.50
Position Summary
The Sales Coordinator provides administrative, operational, and client-support assistance to the Sales team to ensure efficient handling of group and leisure business opportunities. This role plays a critical part in supporting revenue generation by managing inquiries, preparing proposals and contracts, coordinating internal communication, and ensuring seamless transition from sales to operations.
The Sales Coordinator serves as a key liaison between Sales, Revenue Management, Marketing, Reservations, and Operations to ensure accuracy, timeliness, and exceptional client service.
Key Responsibilities
1. Sales Administrative Support
Prepare proposals, contracts, addendums, and banquet event orders (as applicable).
Manage incoming inquiries and distribute leads according to established procedures.
Maintain accurate and updated records in the CRM and sales systems.
Manage amenity requests for hotel via Hotsos
Support Catering Manager and both Executive Meeting Managers with workflow
Support Executive Director of Sales
Track tentative, definite, and lost business.
Support RFP responses and follow-up communications.
Assist with site inspection preparation and post-site follow-ups.
2. Contract & Documentation Management
Ensure contracts are accurate, complete, and compliant with company standards.
Coordinate internal review and approval processes.
Track deposit schedules and key contract milestones.
Maintain organized electronic and physical filing systems.
3. Revenue & Reporting Support
Assist in compiling weekly and monthly sales reports.
Track booking pace, production, and segment performance.
Monitor cut-off dates, rooming lists, and block management in coordination with Revenue and Reservations.
Support forecasting processes with updated sales activity data.
4. Client & Internal Communication
Act as point of contact for client inquiries when Sales Managers are traveling or unavailable.
Coordinate communication between clients and operational departments.
Ensure timely and professional responses to all inquiries.
Facilitate turnover meetings from Sales to Operations.
5. Event & Operational Coordination
Support group detailing process and internal distribution of event documentation.
Coordinate site visit logistics, welcome amenities, and presentation materials.
Assist with execution support for key client events when required.
Qualifications
Education & Experience
Bachelor’s degree in Hospitality, Business, Marketing, or related field preferred.
1–3 years of experience in hotel sales, catering, or hospitality operations preferred.
Experience in luxury or resort environments is a plus.
Technical Skills
Proficiency in CRM systems (e.g., Delphi, Salesforce, etc.).
Knowledge of PMS and revenue systems preferred.
Strong Microsoft Office skills (Excel, Word, PowerPoint).
Ability to analyze basic sales and production reports.
Core Competencies
Organizational Excellence – Manages multiple deadlines with strong attention to detail.
Communication Skills – Professional verbal and written communication.
Analytical Thinking – Understands sales data and supports revenue-driven decisions.
Service Orientation – Client-focused mindset with a sense of urgency.
Collaboration – Works cross-functionally with Revenue, Marketing, and Operations.
Confidentiality & Professionalism – Handles sensitive client and financial information appropriately.
Performance Metrics
Timeliness and accuracy of contract preparation
Lead response time and follow-up consistency
CRM data integrity and reporting accuracy
Support of booking pace and group block management
Client satisfaction feedback
Reporting Structure
Reports to: Director of Sales
Works closely with: Sales Managers, Revenue Management, Reservations, Marketing, Catering & Events, Front Office

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We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity, or expression, or any other characteristic protected by federal, state, or local laws.
This policy applies to all terms and conditions of employment including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.