Sales Coordinator

The National Hotel is seeking a Sales Coordinator to support the Director of Sales & Marketing and the Sales team at our Miami Beach location. This onsite role blends administrative support with hands-on sales coordination across group sales, catering, restaurant and private dining sales, special events, and activations, helping keep revenue-focused plans organized, accurate, and on track.

What you’ll do

• Provide daily administrative and sales support to the Director of Sales & Marketing and the Sales Department.
• Support group sales and catering sales priorities, including Restaurant and Activations functions, based on departmental business needs.
• Assist with preparation and distribution of proposals, contracts, addenda, letters, presentations, sales collateral, Banquet Event Orders, group resumes, rooming list details, and other sales and event documentation.
• Prepare sales documents using approved Hotel templates and verify accuracy of dates, rates, room blocks, event details, concessions, payment schedules, fees, taxes, and related information before sharing.
• Support Sales Managers with client correspondence, follow-up, appointment scheduling, site inspections, sales calls, meetings, and other client-facing coordination.
• Coordinate and maintain the Sales Department calendar, including client appointments, site inspections, event dates, group arrivals, deadlines, and departmental meetings.
• Assist with site inspections and Hotel tours by coordinating appointments, preparing collateral, notifying relevant departments, and confirming guestrooms and event spaces are ready for presentation.
• Maintain sales integrity by routing pricing and contractual decisions to the appropriate Sales Manager or Director of Sales & Marketing.
• Provide coverage and administrative continuity when Sales team members are out of the office, on vacation, traveling, or unavailable.
• Maintain complete, accurate records in Delphi/Salesforce for accounts, contacts, leads, opportunities, bookings, activities, and events.
• Enter and assign leads and opportunities in Delphi/Salesforce based on established market segmentation and account ownership.
• Track booking status across prospective, tentative, definite, lost, cancelled, and turned-down business.
• Support documentation workflows by ensuring signed agreements and required materials are properly attached, filed, or referenced in the correct systems and departmental files.
• Monitor critical timelines including option dates, cutoff dates, contract due dates, deposit dates, rooming list deadlines, and cancellation milestones.
• Run routine audits of Delphi/Salesforce records to identify missing or inaccurate information and coordinate corrections with the responsible Sales Manager.
• Generate Delphi/Salesforce reports for production, definite and tentative business, prospect activity, booking pace, lost business, cancellations, and other reporting needs.
• Use OPERA to support group and sales administration, including maintaining eligible group room blocks and verifying room block and billing details are accurately reflected.
• Assist with rooming lists and reservation-related group requirements by coordinating updates with Reservations and the responsible Sales Manager.
• Compare contracted room block information against OPERA to help identify discrepancies and support accuracy.
• Coordinate group pickup monitoring and provide updated pickup information when required.
• Coordinate with Reservations, Revenue Management, and Front Office regarding group room block information as directed.
• Support administration of smaller eligible room blocks related to Catering, Private Dining, and Special Event business where applicable.
• Prepare and verify Hotel-approved sales agreements and related documentation (including amendments and addenda) using terms approved by the responsible Sales Manager or Director of Sales & Marketing.
• Verify agreements include correct dates, rates, room blocks, Food and Beverage commitments, function space details, Coordinator Fees where applicable, payment schedules, cancellation and attrition provisions, and other approved terms.
• Track return of executed agreements and notify the responsible Sales Manager of outstanding items; distribute finalized agreements and amendments to relevant departments when required.
• Maintain confidentiality for client contracts, Hotel pricing, financial information, employee information, and other proprietary or sensitive details.
• Support event administration for weddings, social catering, corporate meetings, SMERF business, association events, private dining, restaurant buyouts, Special Events, Activations, and other contracted functions.
• Assist with BEOs, event resumes, function agendas, floor plans, signage requests, and event documentation, including distribution to departments within established timelines.
• Support BEO, resume, pre-conference, and other event-related meetings, and help ensure administrative requirements are completed ahead of arrival or event dates.
• Document client requests and event changes accurately, and route them to the appropriate Sales Manager or operational department.
• Help monitor deposits, payment deadlines, final payment requirements, and financial milestones for definite business; coordinate with Finance to verify deposits and payments when required.
• Support reconciliation and closing for completed groups and events with Sales Managers and Finance.
• Identify discrepancies between contracts, sales systems, event documentation, OPERA records, and financial information, and promptly elevate them to the responsible Sales Manager.
• Assist with commissions and incentive documentation and other sales financial procedures.
• Provide support for weekly, monthly, quarterly, and annual sales reports and management reporting needs including revenue meetings, forecasts, budgets, and business reviews.
• Maintain production records, booking calendars, lead logs, account lists, and other sales tracking tools.
• Prepare and maintain sales collateral, menus, fact sheets, capacity charts, presentations, promotional materials, and digital sales resources, including inventory control of materials and removal of obsolete versions.
• Provide administrative support for sales strategy, major accounts, citywide opportunities, Hotel buyouts, strategic partnerships, marketing initiatives, trade shows, client entertainment, and other departmental priorities as assigned.
• Coordinate Sales Department meetings and help with agendas, appointments, travel arrangements, trade show preparation, sales missions, and client events as required.
• Support communication and coordination across Sales, Revenue Management, Reservations, Operations, Food and Beverage, Finance, Front Office, Marketing, and other departments.
• Deliver professional, courteous, and responsive service to clients, guests, vendors, partners, and colleagues, including answering and routing incoming Sales Department calls and correspondence.
• Develop strong working knowledge of Hotel guestrooms, suites, restaurants, event spaces, amenities, services, policies, and overall sales positioning.
• Represent National Hotel Miami Beach professionally and consistently in internal and client interactions.
• Perform other assigned duties from the Director of Sales & Marketing or Hotel Management.

What you bring

• High School Diploma or GED required; Associate’s or Bachelor’s degree in Hospitality Management, Business Administration, Marketing, Event Management, or a related field preferred.
• Previous experience in hotel sales, catering, reservations, front office, conference services, or hotel administration strongly preferred.
• Demonstrated proficiency and hands-on working knowledge of OPERA required.
• Demonstrated proficiency and hands-on working knowledge of Delphi/Salesforce required.
• Ability to navigate both systems independently and accurately support Hotel Sales operations.
• Strong proficiency with Microsoft Office including Outlook, Word, Excel, and PowerPoint.
• Strong organizational and administrative skills with exceptional attention to detail.
• Ability to manage multiple deadlines, groups, events, client requests, and priorities simultaneously.
• Strong written and verbal communication skills.
• Ability to work independently while functioning effectively as part of a collaborative Sales team.
• Ability to handle confidential and financially sensitive information with discretion and professionalism.
• Working knowledge of hotel terminology, group room blocks, catering and event documentation, contracts, deposits, billing procedures, and Hotel operations preferred.
• Strong follow-through, including identifying missing information, approaching deadlines, discrepancies, and administrative needs before they impact clients or operations.
• Ability to speak English clearly and cordially; ability to read and write English sufficiently for business documentation including contracts, proposals, Banquet Event Orders, reports, and correspondence.
• Proficiency in Spanish or other additional languages preferred.
• Ability to work a flexible schedule based on Hotel and Sales Department needs, with the role primarily operating during normal business hours but occasionally requiring early mornings, evenings, weekends, or holidays in support of inspections, major groups, events, trade shows, or other needs.

Benefits

• 401(k) and 401(k) matching
• Health insurance, dental insurance, and vision insurance
• Life insurance
• Paid time off

Tools you’ll use

• OPERA
• Delphi
• Salesforce
• Microsoft Office (Outlook, Word, Excel, PowerPoint)