Complex Sales Coordinator

Vacaville, CA, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Hourly

Range $18.00 - $29.00

Work Schedule

Flexible

Weekend Shifts

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Employee Discounts

Career Development

Equal opportunity employer

Job Description

HRI Hospitality is a distinguished company in the hotel ownership and management industry, renowned for its unique approach to expanding the possibilities of historic restoration and new property development. With a strong history of revitalizing properties to their former grandeur and creating vibrant hubs within urban communities, HRI Hospitality stands at the forefront of innovative hospitality experiences. The company manages a diverse portfolio of brands and locations, providing dynamic career growth opportunities for professionals passionate about delivering warm welcomes and unforgettable guest experiences. HRI Hospitality takes pride in its commitment to enhancing the quality and vibrancy of its properties while fostering a culture of excellence and community engagement.

The role of Complex Sales Coordinator is based within the Sales and Marketing Department, supporting two Hilton properties under the oversight of the Complex Director of Sales. This position involves managing the day-to-day administrative activities that keep the sales operations running smoothly and effectively. The coordinator serves as the main point of contact for initial communications and is responsible for directing inquiries to the appropriate sales and catering managers. Attention to detail and strong organizational skills are vital as the coordinator assigns group leads from multiple channels, ensures accurate data entry into sales and catering software, and manages reservation processes including rooming lists and block actualizations after group departures.

Beyond administrative coordination, the role requires preparing various sales reports and documentation, such as weekly group pick up and cut off reports, group resumes, personalized menus, directional signage, and other event-related materials that contribute to a seamless guest experience. The coordinator also manages group commission processing and assists with auditing sales and property management systems to maintain data accuracy.

This position demands excellent communication and customer service skills, flexibility in work schedule including availability for weekends, holidays, and overnight shifts, and at least one year of prior front office or customer-facing experience within the hospitality industry, preferably with well-known hotel brands such as Hilton, Marriott, or Hyatt. The pay range for this role is between $18.00 and $29.00 per hour, reflecting its responsibilities and the expertise expected.

Physical demands of the job include the ability to stand, walk, and use hands and arms for various tasks, with occasional lifting up to 10 pounds. Employees must also maintain visual acuity for close vision and distance focus adjustments. HRI Hospitality is committed to equal employment opportunities, fostering a workplace where diversity, inclusion, and fair treatment are paramount. This role provides an exciting opportunity for those seeking to advance their career in sales coordination within an esteemed company dedicated to creating memorable hospitality experiences and supporting professional growth.

Job Requirements

A minimum of one year of front office experience preferably within a Hilton, Marriott, Hyatt or other hotel brand
must have a flexible schedule and be available to work weekends, holidays and overnight shifts
must have exceptional customer service skills

Job Qualifications

At least one year of front office or customer service experience
proficiency with sales and catering software or similar systems
strong organizational and communication skills
experience preferably within Hilton, Marriott, Hyatt, or similar hotel brands
ability to work flexible schedules including weekends, holidays, and overnight shifts
exceptional customer service skills
familiarity with hotel sales and catering operations
basic knowledge of group reservation procedures

Job Duties

Point of contact for non-direct calls into the executive office and sales
direct calls and emails for leads to the appropriate sales and catering managers
coordinate with front office on daily showrooms and communicate information to sales and catering managers
assign group leads from all lead channels to appropriate sales and catering managers
ensure all leads are entered into on-property sales and catering software
print and distribute group pick up and group cut off reports weekly for assigned hotels
load new groups and build booking links
conduct quarterly audits from sales systems and PMS systems to ensure accuracy
make reservations for BT managers and input rooming lists for group sales managers
pull rooming lists upon request
actualize room blocks, catering and banquet functions post group departure
manage group commission by verifying and processing payments once approved
run daily transaction, activities, group in-house reader boards, and SALT reports
run weekly BEO, resume, and daily events reports
assist and create group resumes for each sales manager in advance of group arrival
create personalized menus, directional signage, table numbers, name tents, and buffet cards for groups
create and file folders for sales and catering contracts
process deposit checks
attend property staff and other meetings as requested
perform other duties as assigned