Sales Coordinator

ABOUT US

At Waterford Hotel Group we pride ourselves on cultivating a workplace that feels like home and brings out the best in you, each and every day.  We celebrate your successes, your strengths will be appreciated, and a place where each of us can truly be ourselves.  We offer competitive compensation and benefits, a tight-knit and supportive work environment, plus numerous opportunities for professional development and advancement. Come for a JOB, stay for a CAREER.

The Ideal Candidate for this Position

We currently have an exciting opportunity for a Sales Coordinator and are actively looking to meet the best and brightest talent that the hospitality industry has to offer. We would welcome the opportunity to speak to you regarding this position as well as to answer any questions you might have regarding the company.

What you will be doing

We are seeking a Sales Coordinator to assist the Sales Department by performing administrative functions. This will include answering phones, filing, coordinating marketing/advertising projects, as well as our meetings and catering sales efforts, distributing inquiries to Sales team, create sales kits, and other duties as assigned. 

Job Requirements

• Answer and direct phone inquiries professionally.
• Organize meetings and support sales efforts.
• Distribute inquiries and leads to the sales team in a timely manner.
• Manage the events calendar, including site visits, programming events, tentative holds, and in-house groups.
• Maintain and update client lead information in Tripleseat, ensuring accurate tracking of correspondence and event details.
• Create and distribute Banquet Event Orders (BEOs) and Production Schedules to relevant departments.
• Conduct event walkthroughs and coordinate rentals within appropriate deadlines.
• Collect COIs (Certificates of Insurance) from vendors and sponsors.
• Maintain and update sales presentation materials, ensuring all brochures, menus, and marketing materials accurately reflect current offerings.
• Research industry trends and potential customers to provide insights to sales leadership.
• Ensure the timely distribution of thank-you notes and post-event surveys.
• Support event planning from start to finish, entering data, and collecting payments from clients.
• Respond to customer and planner inquiries promptly and professionally.
• Coordinate with planners and points of contact (POCs) to ensure all event deadlines and requirements are met.
• Collect and manage event-related documents such as room lists, timelines, and floor plans.
• Manage room blocks, including releases and modifications as needed.
• Participate in BEO and production meetings, addressing any concerns related to event execution and client experience.
• Maintain organization of assets on OneDrive
• Collaborate with various departments to ensure seamless event execution.

• Prior event-related experience is required; experience in hotels and hospitality is preferred.
• Proficiency in Microsoft Office, Canva, and event platforms such as Tripleseat (intermediate to advanced level).
• Strong written, verbal, and presentation skills with attention to grammar and correspondence standards.
• Familiarity with general office equipment such as printers.
• Ability to contribute to guest satisfaction by responding promptly to emails and phone calls.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Experience in creating and maintaining documents and presentations to assist the sales team.
• Ability to work effectively with various departments to coordinate leads and inquiries.

• Availability during normal business hours (Monday–Friday), with flexibility for additional hours, including some weekends as needed.
• Ability to work efficiently in a high-volume, multi-tasking environment while maintaining professionalism and attention to detail.
• Outgoing and personable demeanor with excellent client-facing communication skills.
• Self-starter who is proactive and collaborative in implementing new initiatives.

Benefits

WATERFORD HEALTH AND WELLNESS  

Health Insurance is available on the first of the month after hire!

We value the health and wellness of you and your family.  Full time associates can enroll in medical, dental and vision coverage and part-time associates averaging 17.5 hours a week can enroll in dental and vision coverage.  Everyone’s needs are different and there is something for everyone with numerous supplemental insurances to choose from.

We know that life gets in the way, and YOU deserve to recharge.  

Full-time associates receive paid time off within the first 90 days of employment.  We also offer paid holidays for eligible associates.  If you stick with us for five years or more, enjoy paid days off for your Birthday and Employment Anniversary date!

EXCITING EXTRAS 

On Demand Pay - Why wait for pay day – get your pay when you need it 24/7.

Pet Insurance - We cover the whole family, and all associates are eligible for discounted pet insurance.

401k Plan - Nobody wants to work forever, start planning for your future now.

Hotel Discounts - It’s one of the biggest industry perks.

Shoes for Crews - All associates are eligible for a shoe subsidy through Shoes for Crews.

For more information about Waterford Hotel Group, please visit our website at www.waterfordhotelgroup.com.

EOE/M/F/D/V