Sales & Reservations Coordinator

Scope, Purpose and Objective

The Sales Coordinator is responsible for supporting the Sales and Reservations teams by managing client accounts, processing inquiries, and coordinating details between clients and various hotel departments. The Sales Coordinator is responsible for managing and responding to all communications from guests, travel agents, and corporate clients via telephone, email, or the Central Reservation System (CRS). The role includes creating, maintaining, and updating reservations, as well as ensuring that all related documentation, including confirmations, cancellations, and modifications, is processed accurately and efficiently. In addition, the Sales Coordinator is responsible for preparing group and event proposals and contracts, tracking bookings, maintaining property management system databases, and ensuring the accurate recording of client and reservation information.

Essential Duties and Responsibilities – Reservations

• Process reservations received from the Sales Office.

• Maintain knowledge of the selling status, rates, and benefits of all packages and plans.

• Create and maintain reservation records.

• Process cancellations and modifications and communicate this information to the Front Office.

• Understand the hotel's policies regarding guaranteed reservations and no-shows.

• Monitor future room availability based on reservations.

• Prepare expected arrival lists for Front Office use.

• Handle daily correspondence, respond to inquiries, and make reservations as required.

• Maintain knowledge of the hotel's credit policy and accurately code each reservation.

• Ensure that reservation files are maintained and kept up to date.

• Communicate reservation information to the Front Office.

• Process advance deposits for reservations.

• Prepare confirmation letters.

Essential Duties and Responsibilities - Groups & Events

• Present and explain the hotel's facilities, advising clients on the most suitable options for their requirements.

• Meet with clients prior to events to discuss menus, beverage selections, and event setups.

• Prepare contracts, terms and conditions, and pro forma invoices.

• Update hotel systems and issue Banqueting Event Orders.

• Prepare and distribute group summaries to all relevant departments.

• Communicate updates and amendments relating to confirmed events.

• Verify invoices for accuracy and ensure signed contracts and deposits are received prior to events.

• Promptly follow up on all client inquiries and account requirements.

• Monitor room availability and advise the Director of Sales & Marketing on the implementation of stop-sales when necessary.

This Job Description in no way states or implies that these are the only duties that are to be performed by the employee occupying this position. Employees may be requested to perform other job-related duties assigned to them by their Direct Superior.