Sales Coordinator

Job Description

The Sales Coordinator is responsible for supporting the sales team with administrative and operational tasks. This role involves maintaining client relationships, managing correspondence, preparing reports, coordinating bookings, and assisting with sales strategies to help achieve hotel revenue goals.

The individual in this position should be proactive, have excellent interpersonal skills, and have a strong understanding of the hospitality industry to provide exceptional support for clients and internal teams.

Responsibilities

Sales Support:

· Provide administrative support to the Sales team, including preparing quotes, proposals, and contracts for clients when required.

· Assist in the preparation and execution of sales presentations in coordination with the Marketing department, and client proposals.

· Manage and track leads and customer inquiries to ensure timely follow-up and conversion.

· Maintain accurate and up-to-date records of sales activities, including calls, meetings, and sales reports.

Client Relationship Management:

· Assist in managing existing client relationships by providing follow-up communication and maintaining customer satisfaction.

· Respond to client requests, inquiries, and bookings promptly when required.

· Coordinate site tours, meetings, and events for prospective clients and existing customers when required.

· Monitor client feedback and escalate any concerns or issues to the Sales Manager for resolution.

Booking Coordination:

· Coordinate room blocks, group bookings, and meeting/event reservations.

· Provide support in reviewing and finalizing group billing in coordination with the Groups and Events Manager, adhering to the group contract terms and conditions.

· Ensure proper communication and coordination with the hotel’s operational departments (e.g., Front Desk, Catering, Housekeeping) to fulfill client requirements and event specifics.

· Ensure booking systems are updated and accurate regarding reservations and sales activities.

Sales Reporting & Administration:

· Assist in preparing and generating regular sales reports, including performance metrics and target progress.

· Track leads, bookings, and cancellations and ensure they are entered into the property management system (PMS) or CRM software.

· Compile data for sales forecasts, market trends, and competitor analysis.

· Help organize and maintain the sales database, ensuring accurate and accessible information for the team.

Marketing and Promotion Support:

· Coordinate and support marketing initiatives and campaigns to promote the hotel’s services.

Customer Service & Communication:

· Serve as a point of contact for clients and internal departments, ensuring timely and effective communication.

· Respond to client inquiries, either by phone, email, or in person, with excellent customer service.

· Assist in handling any complaints or concerns from clients and liaise with the sales team to resolve them.

Administrative Tasks:

· Schedule appointments, meetings, and follow-ups for the Sales team.

· Prepare and manage travel arrangements for Sales staff when required.

· Organize and maintain sales documentation, files, and correspondence for easy retrieval.

Qualifications

· Minimum of 1-2 years of experience in a sales or administrative role desired, preferably in the hospitality or luxury hotel industry.

· Experience with hotel booking systems, CRM software, or sales tools is beneficial but not required

· Fluency in Spanish is required; additional proficiency in English is preferred. Proficiency in additional languages will be considered a plus.

· Strong organizational and multitasking abilities.

· Excellent communication skills, both verbal and written.

· Strong attention to detail and the ability to work under pressure to meet deadlines.

· Customer-focused with the ability to manage multiple client relationships simultaneously.

· Proficiency in Microsoft Office (Excel, Word, PowerPoint) and familiarity with sales software.

· Team-oriented with a positive attitude and collaborative mindset.

· Ability to handle confidential and sensitive information with discretion

Candidate must be a citizen of the European Union or possess a valid work permit for Spain.