Sales & Service Coordinator

Description

Sales & Service Coordinator

The Sales Coordinator is a key operational position within boutique hotel management, sitting at the intersection of the sales pipeline and day-to-day property operations. This role is responsible for ensuring that every confirmed event, group booking, and sales commitment is executed with precision, clear internal communication, and a standard of service consistent with the boutique experience both properties are known for.

The Sales Coordinator serves as the operational link between the Sales and Events pipeline and the hotel's internal departments — translating booked business into actionable plans for Food & Beverage, Housekeeping, Front Desk, Kitchen and Catering, and Maintenance teams. The role spans both boutique hotel properties and requires consistent, organized management of all active accounts across each location.

The following responsibilities define the day-to-day operational scope of the Sales Coordinator position.

- Serve as the primary internal point of contact for all event and group booking coordination across both properties

- Maintain and manage all sales-related documentation and correspondence, including contracts, BEOs, rooming lists, and client communications

- Communicate event and group details accurately and on time to all relevant departments, ensuring operational teams are briefed well in advance

- Support the GM and AGM with sales reporting, pipeline tracking, and administrative tasks as directed

- Maintain a professional, service-forward representation of both hotel properties in all internal and external interactions

- Track key metrics including event counts, group pickup rates, and BEO accuracy on an ongoing basis

- Uphold the values and service standards of both properties in every client and interdepartmental touchpoint

BEO (Banquet Event Order) Creation

- Draft and finalize Banquet Event Orders for all confirmed events at both properties

-  Ensure all event details are accurately captured in every BEO, including: date and time, room setup and configuration, menu selections, AV and equipment needs, final guest count, billing information, and primary client contact

- Obtain required approvals from the DOS, GM or AGM before distributing any finalized BEO

- Maintain version control on all BEOs and issue updated copies to all relevant parties whenever changes occur, clearly noting the revision date

BEO Binder Management

- Maintain a dedicated, organized BEO binder for each property — clearly labeled and separated by property in decided upon areas.

- Archive completed event BEOs in chronological order following each event date

- Keep binders accessible to department heads and operations staff at all times during active event periods

- Conduct a full binder audit every Tuesday morning (or the first business day of the week) to confirm all upcoming events are current, complete, and distributed

BEO Distribution

- Distribute finalized BEOs to all relevant department heads in a timely manner, including: Food & Beverage, Housekeeping, Front Desk, Kitchen and Catering, and Maintenance

- Follow established distribution timelines as set by each property's operational standards

- Track receipt and acknowledgment from each department for every BEO distributed — maintain a log of confirmations

- Follow up with any department that has not acknowledged receipt within the expected window

Maintain organized digital and physical files for all active and completed group and event accounts; filing should be current at all times

- Respond to all internal and external inquiries assigned form the Director of Sales within one (1) business day of receipt

- Attend relevant pre-shift and operational meetings as directed by the GM, prepared with current event and group status updates

- Uphold confidentiality of all client information, group financial details, and hotel rate and contract data at all times

- Track key metrics on an ongoing basis, including event counts by property, group pickup rates, and BEO accuracy and distribution compliance

- Complete any additional duties assigned by the GM or AGM in support of sales and operational goals, understanding that flexibility is part of the boutique hotel environment

Skills and Qualifications:

- Proven experience in sales support, customer service, or administrative roles

- Excellent communication and interpersonal skills

- Strong organizational and multitasking abilities

- Proficiency in MS Office Suite (Word, Excel, Outlook) and CRM software

- Ability to work independently and as part of a team

- Attention to detail and problem-solving skills

- High school diploma or equivalent; additional education or certifications in sales or customer service is a plus

Join our vibrant team and be part of a company that values growth, innovation, and exceptional service. We offer a supportive work environment, opportunities for professional development, and a competitive benefits package.