Conference Services Sales Coordinator

Job Summary:

The CSM/SC is responsible for supporting the Sales Team in administrative tasks, sales initiatives, and client communications to ensure seamless execution of meetings and group bookings. This role plays a critical part in the turnover process, serving as the primary point of contact for clients once a contract has been signed and handed over by the Sales Manager. Additionally, the CSM/SC will act as the liaison between Sales and Operations to ensure flawless execution of events and group stays.

This position requires a detail-oriented, highly organized, and customer-focused professional with strong communication skills and the ability to collaborate across multiple departments.

Key Responsibilities:

Sales & Client Support:

• Serve as the primary point of contact for clients once the Sales Manager turns over a signed contract.
• Communicate directly with clients to confirm event and group details, ensuring all requirements are documented and met.
• Maintain and update client files, contracts, and records in Delphi.
• Using the Merge templates in Delphi - Generate and distribute Banquet Event Orders (BEOs), Group Resumes, and other event documentation to ensure seamless execution.
• Conduct follow-up calls and emails with clients before, during, and after events to ensure satisfaction and address any last-minute requests.
• Assist in conducting site visits and pre-convention meetings (Pre-Con) as needed.

Operations & Turnover Responsibilities:

• Act as the bridge between Sales and Operations, ensuring all details are accurately communicated and executed.
• Coordinate with the Front Desk, Housekeeping, and F&B teams to ensure group and meeting expectations are met.
• Partner with the Operations team to ensure meeting spaces are set up according to client specifications.
• Work closely with the Food and Beverage teams to confirm food and beverage needs, room layouts, and special requests.
• Troubleshoot any on-site issues or last-minute changes with Operations and provide real-time solutions.
• Maintain strong relationships with the Operations team to ensure a seamless guest experience for all groups and meetings.

Administrative & Reporting:

• Process special requests such as VIP amenities, comp room requests, and client gifts.
• Maintain an up-to-date calendar of all upcoming group bookings and meetings.
• Host weekly BEO/RESUME meetings - ensuring all departments are present and have signed BEO's

Business Development & Relationship Management:

• Support the Sales Team in prospecting efforts by researching potential leads and updating sales databases.
• Assist in the execution of targeted sales initiatives for corporate, government, SMERF, and extended-stay segments.
• Help coordinate client appreciation events, site tours, and sales blitzes.
• Maintain positive relationships with key clients, vendors, and event planners.