Position Summary The Sales, Catering & Marketing Coordinator supports the Sales Department and assists with the coordination and execution of group, catering, and private event business for Park James Hotel and Oak + Violet. This role is ideal for someone who is highly organized, detail-oriented, service-minded, and comfortable supporting multiple areas within a small luxury boutique hotel environment.
Park James Hotel features 60 guest rooms and approximately 6,000 total square feet of meeting and event space across five distinct venues, including the restaurant. The Coordinator plays an important role in ensuring client communication, event details, sales support, and marketing materials are handled with professionalism, warmth, and accuracy.
Essential Responsibilities Sales & Administrative Support
- Provide daily administrative support to the Director of Sales & Marketing.
- Prepare and detail proposals, contracts, group resumes, and Banquet Event Orders (BEOs).
- Maintain Triple Seat, StayNTouch PMS, TOAST POS, and other sales systems with accurate client information.
- Process rooming lists, group reservations, and billing instructions.
- Respond promptly to client inquiries and sales leads.
- Coordinate site inspections and client visits.
- Prepare weekly and monthly sales reports.
Client & Group Coordination
- Serve as the primary administrative contact for group bookings.
- Coordinate room blocks with the Front Office and Revenue Management.
- Ensure all group details are communicated accurately to operational departments.
- Assist with VIP arrivals and special guest requests.
- Maintain exceptional client communication before, during, and after each stay.
Revenue & Business Development
- Support sales initiatives that maximize occupancy and ADR.
- Assist with prospecting new business opportunities.
- Maintain CRM databases and account histories.
- Coordinate follow-up communication with existing and prospective clients.
- Support local business development and community partnerships.
Marketing Support
- Assist with email campaigns and promotional initiatives.
- Coordinate social media and hotel event support as needed.
- Help maintain marketing collateral and promotional materials.
- Support wine dinners, community events, and hotel activations.
Internal Communication
- Participate in weekly sales meetings.
- Distribute group resumes and operational communications.
- Collaborate with Front Office, Housekeeping, Food & Beverage, and Accounting to ensure flawless group execution.
Qualifications
- 2+ years of hotel sales, catering, or hospitality experience preferred.
- Experience with PMS, Triple Seat and TOAST preferred.
- Strong proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
- Excellent written and verbal communication skills.
- Highly organized with exceptional attention to detail.
- Ability to manage multiple priorities in a fast-paced environment.
- Professional appearance and demeanor.
- Flexible schedule as business demands require.
Core Competencies
- Relationship Builder
- Exceptional Organization
- Attention to Detail
- Luxury Guest Service
- Communication
- Team Collaboration
- Time Management
- Problem Solving
- Professionalism
- Revenue Mindset
- Attention to detail
Park James Service Culture
At Park James Hotel, we believe luxury hospitality is built on genuine relationships, personalized service, and flawless execution. Every interaction is an opportunity to create memorable experiences for our guests and clients.
Our Sales Coordinator is expected to embody our commitment to:
- Forbes-inspired hospitality standards
- Michelin-level attention to detail
- Anticipatory guest service
- Strong community relationships
- Team collaboration
- Operational excellence
- Integrity and accountability
Success Measures
- Timely response to all sales inquiries.
- Accurate preparation of contracts and group documentation.
- Flawless coordination of group arrivals and events.
- Positive client and guest feedback.
- Strong internal communication and teamwork.
- Support of hotel occupancy, ADR, and overall revenue goals.
- Consistent representation of the Park James Hotel brand and service culture.
Pay: $25.00 - $30.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
