Sales Coordinator (Part-Time)

DoubleTree by Hilton 

Why this role matters

Our Sales Coordinators are the bridge between the front desk, the sales team, and our guests. You will help field incoming group and meeting inquiries, support contracts and room blocks, and keep communication flowing across the hotel so every guest and corporate client gets exactly what we promised. We love growing talent from within, and this role is a proven path to Sales Manager and eventually Director of Sales.

What you will do

• Be a first point of contact for sales calls, responding quickly and professionally to internal partners and external customers across phone, email, and in person
• Manage details that make groups successful, including room blocks, cut off dates, payment schedules, group resumes, event orders and BEOs, billing info, and post event follow up
• Prepare for the full event life cycle, from pre event planning to on site execution support to post event wrap
• Learn the property’s food and beverage offerings, function space specs, and basic audio visual so you can answer questions with confidence
• Use our sales and hotel systems such as Delphi, CI TY, OnQ PMS, and standard sales call processes to keep records accurate and current
• Enter actualized room pickup from OnQ into Delphi and keep block status updated for the team
• Merge, update, and distribute weekly group resumes, and present them in weekly operations and BEO meetings
• Distribute weekly BEO packets and the daily change log so departments stay aligned
• Enter rooming lists and send room block updates as requested
• Post payments as requested and maintain clean files, including scanning and attaching archives in Delphi
• Support property tours when Sales or Marketing Managers are unavailable
• Partner with the Marketing and Community Engagement Manager at select area events
• Create guest facing event materials such as directional signs, menu cards, and beverage signs
• Upload logos to the digital lectern as needed so events look polished
• Order and track office supplies for the Sales and Marketing team

How you will succeed

• You communicate clearly, keep things simple, and follow through
• You manage time well, stay motivated, and plan ahead with strong attention to detail
• You collaborate naturally, bring an entrepreneurial mindset, and make decisions that support the hotel’s goals
• You take ownership of your growth, seek training, and ask for opportunities to stretch your skills

What you know already or will learn here

• Core knowledge of group sales processes, contracts, and room block management
• Working comfort with Delphi and OnQ PMS, plus CI TY or similar tools
• Basic understanding of rate strategies, fees, and budget goals
• Event operations basics including BEOs, timelines, and interdepartmental communication

Qualifications

• Hospitality or administrative experience is helpful, especially in hotels or events
• Strong writing and verbal communication
• Proficiency with Microsoft Office and the ability to learn new systems quickly
• Comfort presenting information in small group meetings
• Availability to work a consistent schedule, with flexibility around event needs

Growth path

This role builds the foundation for Sales Manager and future leadership roles. You will get hands on experience with systems, client communications, and cross departmental coordination that prepares you for the next step.