Sales Administrator – Job Description
Position Summary
The Sales Administrator provides administrative and operational support multiple hotels Sales Departments by coordinating group reservations, preparing sales documents, maintaining client and account data, and ensuring the successful execution of group business from contract through post-event reconciliation. This role serves as a liaison between the Sales Team and hotel departments to ensure an exceptional client experience while supporting revenue goals.
Essential Duties & Responsibilities
Sales & Administrative Support
- Input finalized contracts into group blocks for the Sales Team.
- Assist with account management by maintaining accurate client and account information in the sales tracking system.
- Update customer databases and sales records with current information.
- Input weekly account tracking production reports.
- Support Sales Managers with administrative tasks and special projects as assigned.
Group Reservations & Event Coordination
- Build and maintain group room blocks in the property management system.
- Create and distribute group booking links to clients.
- Input rooming lists and process reservation changes, additions, cancellations, and updates.
- Coordinate group details with hotel departments, including Front Desk, Housekeeping, Food & Beverage, and Operations, to ensure successful group execution.
- Prepare and distribute weekly group packets detailing upcoming arrivals and event information.
- Assist with coordinating event logistics to ensure all operational departments have accurate group information.
Group Management & Reporting
- Monitor historical and current group pickup to support commission calculations and sales reporting.
- Complete post-event pickup reports and enter final pickup data into the sales tracking system.
- Process group "wash" reports by reconciling contracted versus actual room pickup.
- Submit eligible group loyalty points after final pickup has been completed.
- Maintain accurate documentation for completed groups and archived files.
Sales Support & Business Development
- Occasionally assist the Sales Team with sales blitzes, networking events, wedding showcases, and other promotional events as needed (approximately 2–4 weekends per year)
- Help prepare marketing materials and promotional information for client events.
- Provide exceptional customer service by responding promptly to client inquiries, managing rooming lists, and supporting the group booking process from contract through event completion.
Qualifications
- Previous experience in hotel sales, hospitality, event coordination, or administrative support preferred.
- Strong organizational skills with the ability to manage multiple priorities and deadlines.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Experience with hotel property management systems such as StayPMS, and group booking platforms is preferred.
- Strong attention to detail and accuracy.
- Ability to work independently while collaborating effectively with multiple departments.
- Professional, customer-focused attitude with excellent problem-solving skills.
- High School Diploma or GED equivalent
Physical Requirements
- Ability to sit for extended periods while working at a computer.
- Occasional standing, walking, and lifting of materials up to 20 pounds.
- Ability to attend off-site sales events and hotel functions as needed.
Key Competencies
- Organization and time management
- Attention to detail
- Customer service
- Communication
- Team collaboration
- Problem-solving
- Confidentiality
- Adaptability
- Multitasking
- Administrative excellence
Salary Range: $XX.XX - $XX.XX
Hours: Monday – Friday, Full time, Flexible start time between 8:30 AM – 10:00 AM, 8 hour shift
Pay: $19.00 - $22.00 per hour
Application Question(s):
- Support, Hospitality, Microsoft Office
- This job will have support a hotel in Rhode Island, are you comfortable traveling to RI as needed?
Education:
Language:
Ability to Commute:
- Cromwell, CT 06416 (Required)
Willingness to travel:
Work Location: In person
