Come Join our fun Team at The Brownwood Hotel & Spa and be a part of our story! We are a luxury AAA Four Diamond Property located in The Villages, FL, and are seeking seeking an energetic and detail-oriented Sales Coordinator to join our dynamic sales team.
Scope of Responsibilities
Within the spirit of “Making People’s Dreams Come True”, the responsibilities of the Sales Coordinator is to provide critical administrative, sales, client service, event coordination, and marketing support to the sales team helping to drive awareness, engagement, and revenue for the hotel while delivering Raving Fans customer service to both internal and external customers.
JOB SUMMARY
The Sales Coordinator will play a key role in the property's sales and marketing efforts and establishing a strong market presence in the community. The ideal candidate is highly organized, detail-oriented, creative, proactive, and comfortable managing multiple priorities in a fast-paced hospitality environment. This position will support the sales team with lead management, group bookings, client communications, event detailing, sales materials, presentations, marketing initiatives, social media support, and promotional efforts. This position will help build and maintain relationships with corporate clients, travel partners, event planners, community organizations, and local businesses while ensuring a seamless and strong ongoing market presence. Your ability to combine exceptional organization with creativity, communication, and a revenue-focused mindset will contribute directly to the hotel's successful long-term growth.
ESSENTIAL JOB FUNCTIONS
SALES & BUSINESS DEVELOPMENT
- Assist with site visits and qualify potential leads.
- Retrieve, log, track, and distribute incoming leads to the appropriate sales team member.
- Assist the sales team with prospecting and proactive sales efforts.
- Research potential corporate accounts, group opportunities, local businesses, organizations, and community partners.
- Create accounts and bookings in the sales system.
- Set up group room blocks and enter group rooming details.
- Input and monitor room pickup information in the sales system.
- Assist with maintaining accurate sales databases, account information, lead tracking, and sales reports.
- Prepare and organize professional sales kits, proposals, presentations, and collateral for client presentations and sales calls.
- Assist Sales Managers with client follow-up, correspondence, proposals, contracts, and other sales-related materials.
- Maintain professional and timely communication with clients, prospects, and business partners.
- Assist with short-term group and event sales, including contracting, detailing, and client communication.
- Own the full sales cycle for short-term event bookings, including contracting, detailing, coordination, and follow-up.
EVENT & GROUP COORDINATION
- Create Banquet Event Orders (BEOs) in collaboration with clients, ensuring all event details are accurate and clearly documented.
- Lead internal BEO meetings to communicate event details, timelines, special requests, and client expectations to relevant departments.
- Ensure all required sales documentation, including BEOs, resumes, contracts, rooming lists, and other event information, is completed and distributed within designated timeframes.
- Communicate changes and updates to event details promptly with the appropriate departments.
- Check in with clients on the day of their event to ensure expectations are being met and internal teams are aligned.
- Assist with resolving client questions, concerns, and last-minute requests in a professional and solutions-oriented manner.
- Manage and follow up on the collection of payments from clients for scheduled events and functions.
ADMINISTRATIVE & OFFICE RESPONSIBILITIES
- Process all sales and client correspondence within designated timeframes.
- Maintain accurate and organized sales files, client records, contracts, proposals, and event documentation.
- Maintain confidentiality of client, hotel, financial, and business information.
- Complete assigned daily and weekly sales and marketing task lists.
- Keep the sales office clean, organized, professional, and welcoming.
- Maintain an organized supply of sales and marketing materials.
- Assist with preparing reports, presentations, spreadsheets, and other documents for sales and leadership.
- Communicate clearly and confidently with clients, team members, vendors, and other departments.
- Participate in sales meetings, staff meetings, pre-opening meetings, and other meetings as directed.
- Assist with special projects and other duties as assigned by leadership.
CLIENT SERVICE & RELATIONSHIP MANAGEMENT
- Provide exceptional service to clients, prospects, guests, and business partners.
- Respond to inquiries promptly, professionally, and accurately.
- Communicate with clients and internal teams in a service-forward, solutions-oriented manner.
- Build positive relationships with corporate clients, travel partners, event planners, local businesses, and community organizations.
- Anticipate client needs and identify opportunities to exceed expectations.
- Represent the hotel in a professional manner at all times.
- Promote a positive image of the Sales & Marketing Department and the hotel.
EDUCATION & EXPERIENCE
- High School Diploma or General Education Degree (GED) required.
- Hospitality, hotel sales, marketing, event planning, business administration, or related experience preferred.
- Previous hotel sales, event coordination, administrative, or marketing experience preferred.
- Knowledge of office management systems and procedures.
- Working knowledge of office equipment, including printers, copiers, scanners, and similar equipment.
- Strong working knowledge of Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
- Experience with Canva or similar graphic design platforms preferred.
- Experience with hotel sales systems, CRM platforms, Delphi, OPERA, or similar systems preferred.
- Familiarity with social media platforms and basic digital marketing concepts preferred.
- Strong organizational and time management skills.
- Exceptional attention to detail and follow-through.
- Strong problem-solving and decision-making skills.
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
- Excellent written and verbal communication skills.
- Ability to work independently while also functioning effectively as part of a team.
- Must remain professional, responsive, cooperative, and service-oriented at all times.
WORK ENVIORNMENT
The work environment characteristics described above are representative of those an associate encounters while performing the essential functions of this job in an office environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
BENEFITS & PERKS (Full-Time)
- Paid Time Off (PTO)
- Paid recognized Holidays
- Health & Wellness benefits
- Medical/Vision/Dental/401(K)
- Prescription
- HSA/FSA Options
- EAP
- Employee Discounts – Hotel, Spa & Wolfgang Puck Fine Dining
- Charter School program
- The Villages Passport Discount Card
- Rewards and recognition programs (we appreciate all that you do).
SCHEDULE
· Holidays
· Monday to Friday
· Weekends
NOTE: The hotel functions 7 days a week, 24 hours a day. All associates must realize this fact and be aware that at times it may be necessary to move an associate from their accustomed shift as business demands. In addition, I understand that business determines the amount of hours I work. A minimum of 45 hours a week and could be more based on business/staffing needs.
The Brownwood Hotel is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, religion, color, sex, national origin, disability status, protected veteran status, or any characteristic protected by law. Applicants have rights under Federal Employment Laws. Please see the attached posters for more detail about your rights: Equal Employment Opportunity is the Law (EEO), Family and Medical Leave Act (FMLA), and Employee Polygraph Protection Act (EPPA).
Pay: $20.00 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
