Sales Coordinator at Peachtree Group in Gulf Shores, AL

Sales Coordinator

The Sales Coordinator provides administrative and operational support to the Sales, Catering, and Conference Services teams to ensure exceptional service delivery and the successful execution of group business. This role serves as a key liaison between clients and hotel departments throughout the sales process, assisting with group housing management, event documentation, contract administration, and internal communication. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced hospitality environment.

Essential Functions

Sales Administrative Support

• Provide administrative support to the Director of Sales, Sales Managers, and Conference Services team.
• Prepare contracts, in house banquet event orders (BEOs), and other client correspondence utilizing Delphi and other hotel systems.
• Manage incoming inquiries and direct leads appropriately within established response guidelines.
• Maintain accurate client records, activity notes, and account information within Delphi.
• Assist with the preparation of weekly, monthly, and quarterly sales reports and productivity tracking.
• Coordinate site inspections and familiarization tours, ensuring all arrangements are confirmed and executed professionally.
• Process and distribute internal communication documents, including turnover files and meeting resumes.
• Support sales initiatives, promotions, and special projects as assigned.
• Build, maintain, and monitor group room blocks in collaboration with the Revenue Management and Front Office teams.
• Manage group reservation links, monitor pickup reports, and communicate block performance to sales managers and clients.
• Process rooming lists, reservation adjustments, and cutoff date communications.
• Assist clients with reservation-related questions and coordinate solutions with the Reservations and Front Office departments.
• Ensure accurate entry of rooming information into OnQ and related systems.
• Monitor special requests, VIP arrivals, and rooming requirements for group guests.
• Provide administrative assistance to Conference and Catering Services Managers throughout the planning process.
• Coordinate internal distribution of event documents to operational departments. To include banquet event orders, event diagrams, meeting resumes, and daily event reports.
• Attend weekly resume meetings as needed.
• Support the Conference and Catering Services team in delivering seamless event experiences and maintaining high guest satisfaction.

Client Service & Communication

• Respond promptly and professionally to client inquiries and requests.
• Maintain strong working relationships with clients, vendors, and internal departments.
• Demonstrate a service-oriented approach by anticipating needs and providing proactive support.
• Assist with post-event follow-up and collection of client feedback when applicable.
• Work closely with internal teams, including Food & Beverage, Banquet Staff, Audio Visual, Accounting, Front Desk and Hotel Operations, ensuring clear communication and alignment on all event details.

General Office Responsibilities

• Answer department phone calls and manage shared email correspondence.
• Maintain organized electronic and physical filing systems.
• Coordinate office supply inventory and department administrative needs.
• Participate in departmental meetings, training sessions, and hotel-wide initiatives.
• Perform additional duties as assigned to support the success of the Sales & Marketing department.

Qualifications

• High school diploma or equivalent required; associate's or bachelor's degree in Hospitality Management, Business Administration, or related field preferred.
• Minimum one (1) year of administrative, hospitality, sales, or event planning experience preferred.
• Previous hotel experience, preferably within a full-service environment, strongly preferred.
• Experience with Delphi, OnQ, or similar hotel systems is highly desirable.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint, Canva, etc.

Knowledge, Skills, and Abilities

• Exceptional organizational and time management skills.
• Strong attention to detail and ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong customer service orientation with a professional demeanor.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Adaptability and flexibility in a dynamic hospitality environment.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to occasionally lift and carry up to 20 pounds.
• Ability to tour the property and meeting spaces as required.

Work Environment

• This position operates in a professional hotel environment and may require occasional evening or weekend availability to support client events, site visits, or operational needs.

Performance Expectations

• Success in this role will be measured by:
• Timeliness and accuracy of administrative tasks.
• Effective management of group housing processes.
• Positive feedback from clients and internal partners.
• Compliance with brand standards and hotel operating procedures.
• Contribution to the overall productivity and efficiency of the Sales & Marketing department.

Peachtree Group provides a comprehensive benefits package, including medical, dental, vision, disability, and life insurance. We also offer a generous 401(k) retirement match. To support work-life balance, we provide Paid Holidays and Paid Time Off. Additional perks include access to our Employee Assistance Program and Fund.