Sales Coordinator

Overview

As a Sales Coordinator in our dynamic group sales office, you will play a critical role in supporting the Senior Area Transient Manager and ensuring the seamless coordination of group bookings. This position requires a highly organized, detail-oriented professional who thrives in a fast-paced environment and is passionate about delivering exceptional customer service. You will manage administrative tasks, facilitate interdepartmental communication, and assist in executing sales strategies to maximize revenue and guest satisfaction. Responsibilities include handling inquiries, preparing contracts and proposals, maintaining sales databases, and providing operational support. Acting as a liaison between the hotel and clients, you’ll help ensure a smooth experience from initial inquiry through final execution. With a proactive and service-oriented mindset, you'll contribute to the sales department’s success by building strong client relationships, anticipating needs, and delivering tailored solutions aligned with our brand’s commitment to excellence.

 

At CoralTree Hospitality, we're committed to enriching your career and life experiences through unparalleled benefits that support your personal and professional growth. Joining the CoralTree team means gaining access to an exceptional benefits package designed with you in mind. Join us and discover a workplace where your contributions are valued and rewarded every day.

• Explore Freely: Immerse yourself in our Team Member Travel Program, where you'll enjoy complimentary and discounted stays at CoralTree Hospitality properties, allowing you to explore new destinations effortlessly.
• Share the Experience: Enjoy unlimited Friends and Family discounted rates, creating unforgettable memories together.
• Comprehensive Health Coverage: Take charge of your well-being through our pre-tax flexible benefit plan, covering healthcare and dependent care expenses, tailored to your needs. Our comprehensive medical, dental, vision, life, and disability benefits, including pet insurance ensures peace of mind for you, your family, and your furry companions.
• Build for the Future: Plan for tomorrow with our 401(k) plan, complete with a company match, empowering you to build financial security.
• Support When You Need It: Navigate life's challenges with confidence through our Employee Assistance Program, providing support when you need it most.
• Enriched Lifestyle: Enjoy a balanced lifestyle with paid vacation, sick days, and holidays, giving you time to recharge and celebrate with loved ones.
• Exclusive Discounts: Access team member discounts from top industry brands in travel, entertainment, and retail, including Apple, Live Nation, Samsung, Hertz, and more, making every day a little more extraordinary.

As a member of the Lake Nona Wave Hotel team, you'll also benefit from:

• Enhanced Wellness: Benefit from special rates at the Lake Nona Performance Club, enhancing your wellness journey.
• Culinary Delights: Indulge in discounts at Tavistock Group Restaurants, savoring culinary experiences at exceptional value.
• Complimentary Convenience and Comfort: Receive team member meals, uniforms, and parking, ensuring convenience and comfort during your workday.

Responsibilities

• Coordinate and assist with responses to corporate RFPs across all five Lake Nona hotels through MarRFP, Cvent/Lanyon, and other applicable sourcing platforms.
• Coordinate and respond to Entertainment and Consortia leads for Lake Nona Wave Hotel, including proposal development, follow-up, and account communication.
• Prepare new partnership and renewal contracts across all five Lake Nona hotels, ensuring accuracy and timely execution.
• Submit rate code forms, cluster code request and GDS rate-loading requests for new partnerships at Courtyard, Residence Inn, Aloft, and SpringHill Suites.
• Complete Local Negotiated Rate sheets for submission to RMAS for Courtyard, Residence Inn, Aloft, and SpringHill Suites.
• Oversee the contract turnover process for new partnerships, coordinating with Revenue Management and Reservations to ensure contracts, rates, restrictions, and booking details are accurately implemented.
• Coordinate with Reservations and Revenue Management departments on the creation and distribution of booking links, booking codes, and reservation instructions for clients across all five hotels.
• Maintain accurate account profiles, contact information, contracts, rates, production details, and partnership documentation within applicable sales and hotel systems.
• Assist with monitoring account production, room night performance, and revenue activity, identifying trends or opportunities for follow-up with the Sales team.
• Coordinate with Revenue Management, Reservations, Marketing, Front Office, Food & Beverage, and other hotel departments to ensure successful implementation and servicing of transient accounts.
• Support the prospecting and development of new transient business through account research, lead generation, database development, and targeted outreach.
• Coordinate with appropriate hotel departments to support sales calls, client meetings, site inspections, client amenities, special requests, activities, personalized guest experiences, FAMs and client events, including preparation of materials, site alerts, scheduling, and follow-up.
• Manage vendor coordination for hosted FAMs, including transportation, activities, tours, food and beverage, entertainment, timing, and other itinerary details.
• Participate in hosted FAMs, client events, and site inspections, when applicable, alongside the Senior Area Transient Sales Manager to support client engagement and relationship development.
• Serve as an alternate point of contact for clients and internal partners when the Senior Area Transient Sales Manager is out of the office, ensuring continuity of communication and follow-through.
• Assist with the facilitation of Consortia program training, standards, and compliance requirements across applicable hotel departments at Lake Nona Wave Hotel.
• Assist with oversight of the Lake Nona Reservations email distribution for Courtyard, Residence Inn, Aloft, and SpringHill Suites, ensuring client reservation requests are assigned, tracked, and completed in a timely manner.
• Facilitate corporate and transient guestroom reservation requests for Lake Nona Wave Hotel, serving as a liaison between clients and the Reservations department to ensure bookings and special requests are handled accurately and efficiently.
• Assist with the preparation of sales presentations, reports, proposals, account reviews, client correspondence, and other business development materials.
• Support trade shows, networking events, industry functions, client appointments, and sales initiatives, including preparation and post-event follow-up.
• Assist the Senior Area Transient Sales Manager with special projects, market initiatives, account research, and portfolio-wide sales strategies across the five Lake Nona hotels.
• Perform other duties as assigned to support the overall objectives of the Senior Area Transient Sales Manager.

Qualifications

• Minimum of two years of hotel operations or sales experience preferred.
• Maintain a professional, positive demeanor.
• Proficient with computers in a Windows environment.
• Ability to learn and master Delphi (CRM), HMS (PMS), and other assigned applications.
• High accuracy and attention to detail.
• Ability to manage workload efficiently, prioritize tasks, and meet deadlines set by clients, leadership, and the sales team.
• Excellent written and verbal communication skills.
• Strong sales and customer service acumen.
• Effective team player with collaborative instincts.
• Capable of setting and managing priorities across multiple demands and properties.
• Flexible and responsive in a demanding but rewarding business environment.
• Previous experience providing service to others in an administrative or hospitality role.
• Strong interpersonal skills; must genuinely enjoy interacting with others.
• Fluent English communication required (verbal and written).

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