The National Hotel Miami Beach
Located on the iconic shores of South Beach, the National Hotel Miami Beach is one of Miami Beach’s most celebrated oceanfront luxury destinations. Originally built in 1939, this historic Art Deco landmark blends timeless elegance with contemporary sophistication, offering guests an authentic Miami Beach experience in the heart of one of the world’s most vibrant coastal communities.
The National Hotel delivers exceptional hospitality in an adults-only luxury setting known for personalized service and refined style. Team members become part of a dynamic hospitality culture that values excellence, collaboration, innovation, and guest satisfaction.
ROLE SUMMARY
The Sales Coordinator provides administrative, operational, and sales support to the Director of Sales & Marketing and the Hotel's Sales team, supporting Group Sales, Catering Sales, Restaurant and Private Dining Sales, Special Events and Activations, and other revenue-generating initiatives of National Hotel Miami Beach.
The Sales Coordinator serves as a central point of administrative support for the Sales Department and is responsible for maintaining accurate sales records, preparing sales and event documentation, assisting with contracts and proposals, maintaining client and account information, supporting group room blocks and event details, monitoring important deadlines and payment requirements, preparing reports, and facilitating communication between Sales and other Hotel departments.
This position requires exceptional organization, attention to detail, follow-through, communication skills, and the ability to manage multiple priorities in a fast-paced hotel environment.
Proficiency and hands-on working knowledge of OPERA and Delphi/Salesforce are required for this position.
ESSENTIAL DUTIES AND KEY RESPONSIBILITIES
All duties and responsibilities are to be performed in accordance with National Hotel Miami Beach standards of service and applicable Hotel policies and procedures.
The Sales Coordinator is expected to provide proactive support to the Sales Department while maintaining accurate information, anticipating deadlines and administrative needs, and ensuring that sales-related documentation and systems remain organized and current.
SALES DEPARTMENT SUPPORT
- Provide daily administrative and sales support to the Director of Sales & Marketing and members of the Sales Department.
- Support the Group Sales Manager, Catering Sales Manager, Restaurant Sales and Activations function, and Director of Sales & Marketing according to departmental priorities and business needs.
- Assist with the preparation and distribution of proposals, contracts, addenda, letters, presentations, sales collateral, Banquet Event Orders, group resumes, rooming list information, and other sales and event documentation.
- Prepare sales documents using approved Hotel templates and ensure accuracy of dates, rates, room blocks, event details, concessions, payment schedules, fees, taxes, and other applicable information before distribution.
- Assist Sales Managers with correspondence, client follow-up, appointment scheduling, site inspections, sales calls, meetings, and other client-related activities.
- Coordinate and maintain the Sales Department calendar, including important client appointments, site inspections, event dates, group arrivals, deadlines, and departmental meetings.
- Assist with site inspections and Hotel tours by coordinating appointments, preparing applicable collateral, notifying appropriate departments, and ensuring that guestrooms and event spaces are ready for presentation.
- Assist with client communications and routine requests while ensuring sales negotiations, pricing decisions, contractual commitments, and account ownership remain with the appropriate Sales Manager or Director of Sales & Marketing.
- Provide coverage and administrative continuity when members of the Sales team are out of the office, on vacation, traveling, or otherwise unavailable.
DELPHI / SALESFORCE ADMINISTRATION
- Maintain complete and accurate account, contact, lead, opportunity, booking, activity, and event information in Delphi/Salesforce.
- Enter new leads and opportunities into Delphi/Salesforce and ensure they are assigned to the appropriate Sales Manager based on established market segmentation and account ownership.
- Maintain accurate booking status, including prospective, tentative, definite, lost, cancelled, and turned-down business.
- Assist Sales Managers in maintaining current traces, activities, follow-up dates, booking notes, event details, and account information.
- Ensure signed agreements and other required documentation are properly attached, filed, or referenced within the appropriate sales system and departmental files.
- Assist in monitoring option dates, cutoff dates, contract due dates, deposit dates, rooming list deadlines, cancellation dates, and other critical booking milestones.
- Conduct routine audits of Delphi/Salesforce records to identify incomplete or inaccurate information and coordinate corrections with the responsible Sales Manager.
- Assist in generating Delphi/Salesforce reports for production, definite business, tentative business, prospect activity, booking pace, lost business, cancellations, and other departmental reporting requirements.
OPERA AND GROUP ROOM SUPPORT
- Maintain a strong working knowledge of OPERA and utilize the system as required to support group and sales administration.
- Assist with the creation, maintenance, and verification of eligible group room blocks in accordance with executed agreements and approved rates.
- Verify that room block dates, room types, rates, cutoff dates, routing instructions, billing information, and other applicable details are accurately reflected in OPERA.
- Assist with rooming lists and reservation-related group requirements and coordinate updates with Reservations and the responsible Sales Manager.
- Compare contracted room block information against OPERA to help identify discrepancies and ensure accuracy.
- Assist in monitoring group pickup and provide Sales Managers with updated pickup information when required.
- Coordinate with Reservations, Revenue Management, and Front Office regarding group room block information as directed by the responsible Sales Manager or Director of Sales & Marketing.
- Support the administration of smaller eligible room blocks associated with Catering, Private Dining, and Special Event business as applicable.
CONTRACT AND DOCUMENT ADMINISTRATION
- Assist with the preparation of Hotel-approved sales agreements, catering agreements, amendments, addenda, and related documentation based on terms provided and approved by the responsible Sales Manager or Director of Sales & Marketing.
- Verify that agreements contain the appropriate dates, rates, room blocks, Food and Beverage commitments, function space information, Coordinator Fees where applicable, payment schedules, cancellation and attrition provisions, taxes, service charges, and other approved terms.
- Maintain organized electronic and/or physical files for definite business.
- Track the return of executed agreements and required documentation and notify the responsible Sales Manager of outstanding items.
- Ensure finalized agreements and amendments are distributed to the appropriate Hotel departments when required.
- Maintain appropriate confidentiality regarding client contracts, Hotel pricing, financial information, employee information, and other proprietary or sensitive business information.
CATERING, MEETINGS AND EVENT SUPPORT
- Provide administrative support for weddings, social catering, corporate meetings, SMERF business, association events, private dining, restaurant buyouts, Special Events, Activations, and other contracted functions.
- Assist in preparing and updating Banquet Event Orders, event resumes, function agendas, floor plans, signage requests, and other event documentation as directed by the responsible Sales Manager.
- Ensure event documentation accurately reflects approved contractual and operational details before distribution.
- Assist in distributing BEOs, resumes, and event updates to applicable Hotel departments within established timelines.
- Support the preparation and organization of BEO meetings, resume meetings, pre-conference meetings, and other event-related meetings.
- Maintain awareness of upcoming groups and events and assist the Sales team in ensuring outstanding administrative requirements are completed before arrival or event date.
- Assist with client requests and event changes by documenting information accurately and routing requests to the appropriate Sales Manager or operational department.
FINANCIAL AND ACCOUNTING SUPPORT
- Assist the Sales team in monitoring contractual deposit schedules, payment deadlines, final payment requirements, and other financial milestones associated with definite business.
- Maintain accurate records of deposit and payment requirements and assist with client follow-up as directed by the responsible Sales Manager.
- Coordinate with Finance to verify receipt and application of deposits and payments when required.
- Assist in preparing deposit requests, payment information, invoices, credit card authorization procedures, and other approved financial documentation.
- Help ensure Coordinator Fees, function space fees, Food and Beverage minimums, guestrooms, and other contracted revenue components are properly documented in applicable agreements and sales records.
- Assist Sales Managers and Finance with the normal reconciliation and closing process for completed groups and events.
- Identify discrepancies between contracts, sales systems, event documentation, OPERA records, or financial information and bring them promptly to the attention of the responsible Sales Manager.
- Maintain organized supporting documentation required for commissions, incentives, account reconciliation, and other Sales Department financial procedures.
SALES REPORTING AND ADMINISTRATION
- Assist the Director of Sales & Marketing with preparation of weekly, monthly, quarterly, and annual sales reports.
- Compile information related to group production, catering production, booking pace, lead activity, definite and tentative business, lost business, cancellations, room nights, revenue, and other departmental performance measurements.
- Assist with the preparation of information required for revenue meetings, sales meetings, forecasts, budgets, business reviews, ownership reports, and other management reporting.
- Maintain departmental production records, booking calendars, lead logs, account lists, and other sales tracking tools.
- Assist with preparation and maintenance of sales collateral, menus, fact sheets, capacity charts, presentations, promotional materials, and digital sales resources.
- Maintain an organized inventory of current Sales Department materials and ensure obsolete versions are removed from circulation.
DIRECTOR OF SALES & MARKETING SUPPORT
- Provide administrative support to the Director of Sales & Marketing in connection with sales strategy, major accounts, citywide opportunities, Hotel buyouts, strategic partnerships, marketing initiatives, trade shows, client entertainment, and other departmental priorities.
- Assist with preparation of presentations, reports, proposals, correspondence, account research, and meeting materials.
- Help coordinate Sales Department meetings, agendas, appointments, travel arrangements, trade show preparation, sales missions, and client events as required.
- Assist with organization and tracking of departmental initiatives and follow-up items.
- Support communication and coordination between the Director of Sales & Marketing, Sales Managers, Revenue Management, Reservations, Operations, Food and Beverage, Finance, Front Office, Marketing, and other departments.
CLIENT SERVICE AND INTERDEPARTMENTAL COMMUNICATION
- Provide professional, courteous, and responsive service to clients, guests, vendors, partners, and colleagues.
- Answer and route incoming Sales Department calls, inquiries, and correspondence.
- Serve as an effective communication link between Sales and other Hotel departments while respecting account ownership and established departmental responsibilities.
- Develop a strong working knowledge of the Hotel's guestrooms, suites, restaurants, event spaces, amenities, services, policies, and overall sales positioning.
- Maintain awareness of Hotel occupancy, major groups, events, citywide activity, and other information relevant to Sales Department operations.
- Represent National Hotel Miami Beach professionally and consistently in all client and internal interactions.
- Perform other duties and responsibilities as assigned by the Director of Sales & Marketing or Hotel Management.
MINIMUM REQUIREMENTS AND QUALIFICATIONS
Minimum Hiring Requirements
- High School Diploma or GED required; Associate's or Bachelor's degree in Hospitality Management, Business Administration, Marketing, Event Management, or a related field preferred.
- Previous experience in hotel sales, catering, reservations, front office, conference services, or hotel administration strongly preferred.
- Demonstrated proficiency and hands-on working knowledge of OPERA is required.
- Demonstrated proficiency and hands-on working knowledge of Delphi/Salesforce is required.
- Candidates must be capable of navigating both systems independently and accurately performing the routine functions required to support Hotel Sales operations.
- Strong proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
- Strong organizational and administrative skills with exceptional attention to detail.
- Ability to manage multiple deadlines, groups, events, client requests, and priorities simultaneously.
- Strong written and verbal communication skills.
- Ability to work independently while also functioning effectively as part of a collaborative Sales team.
- Ability to handle confidential and financially sensitive information with discretion and professionalism.
- Working knowledge of hotel terminology, group room blocks, catering and event documentation, contracts, deposits, billing procedures, and Hotel operations preferred.
- Strong follow-through and ability to identify missing information, approaching deadlines, discrepancies, and administrative needs before they affect the client or Hotel operation.
LANGUAGE REQUIREMENTS
- Ability to speak English clearly, professionally, and cordially with guests, clients, colleagues, and business partners.
- Ability to read and write English sufficiently to understand and prepare contracts, proposals, Banquet Event Orders, reports, correspondence, policies, and other business documentation.
- Ability to effectively communicate information and respond to questions from clients, supervisors, colleagues, and Hotel departments.
- Proficiency in Spanish or other additional languages is preferred.
SCHEDULE REQUIREMENTS
- Ability to work a flexible schedule based on Hotel and Sales Department needs.
- The position will primarily operate during normal business hours but may occasionally require early mornings, evenings, weekends, or holidays in support of site inspections, major groups, events, trade shows, or other departmental requirements.
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
