Compensation: $55, 000 - $65, 000/year

The Regional Sales Coordinator provides high-level administrative and strategic support to a regional sales team overseeing a portfolio of multiple hotels. This role acts as the primary liaison between clients and individual property operations, managing the "Lead-to-Contract" lifecycle. You will be responsible for identifying cross-selling opportunities within the portfolio to ensure the business stays within our hotel group.

Core Responsibilities

Portfolio Lead & Inventory Management

• Centralized Intake: Manage and qualify incoming group leads and RFPs via email, Tripleseat, Cvent, The Knot, Wedding Pro, etc.
• Cross-Selling: Proactively offer alternative portfolio properties when a client's first choice is unavailable or over-budget.
• Inventory Control: Monitor room blocks and cutoff dates across Mews to maximize revenue.
• Contract Administration: Generate brand-compliant proposals, contracts, and supporting sales documents across multiple hotel brands, including Bluebird, Lark Hotels, Lark Independent, AWOL, and Blind Tiger.
• Financial Coordination: Support event-related financial operations, including issuing payment reminders, updating invoices, tracking deposits, and processing client payments.
• Systems Management: Maintain and utilize all Sales and Property Management Systems to ensure accurate account management, lead tracking, reporting, and operational efficiency.
• Client Communication: Serve as a key point of contact throughout the pre-event lifecycle, ensuring clear communication of timelines, expectations, event details, and next steps.
• Group Resumes & Event Documentation: Prepare and distribute detailed Group Resumes to property teams a minimum of two weeks prior to arrival to ensure seamless execution. Create Banquet Event Orders (BEOs), floor plans, and event documentation to support on-property operations.
• Room Block Management: Create, manage, and maintain group room blocks within booking systems, ensuring inventory accuracy, proper allocation setup, and alignment with contractual event needs.
• Reporting & Analysis: Compile and distribute weekly pace, pickup, and actualization reports for Regional Sales Managers to monitor performance against budget and forecast goals.
• Sales Team Support: Partner closely with Regional Sales Managers and the Commercial team to maintain alignment, organization, and execution of group sales initiatives across the portfolio.
• Lead Management: Assist with inbound lead response, inquiry qualification, lead assignment, and follow-up to support conversion and pipeline growth.
• Cross-Department Coordination: Collaborate with Operations, Catering, Revenue Management, and Property teams to ensure successful handoff and execution of group business.
• Administrative Support: Maintain organized digital files, sales collateral, account notes, and client records to ensure consistency and operational excellence.
• Billing & Invoice Management: Support all group and event billing processes, including generating invoices, tracking deposits and payment schedules, coordinating final billing details with property teams, and ensuring timely collection and accurate financial documentation.

Client Relations & Site Coordination

• Primary Client Contact: Serve as the primary administrative point of contact for group clients from contract execution through event completion and checkout, ensuring a seamless and organized client experience.
• Site Inspections & Tours: Coordinate and schedule property site visits, including multi-hotel tours for prospective clients, travel planners, and group decision-makers across the portfolio.
• Post-Event Follow-Up: Conduct post-event communication including thank-you outreach, feedback collection, and re-booking opportunities to support client retention and repeat business.
• Sales Call Participation: Participate in client and internal sales calls alongside Regional Sales Managers and property teams to support communication, planning alignment, and account management.
• Relationship Management: Help maintain strong client relationships through timely communication, proactive follow-up, and consistent service throughout the sales process.

Qualifications & Skills

• Experience: 2+ years in hotel sales, coordination, or front office operations. Experience with multi-unit or cluster environments is a major plus.
• Software & Systems: Proficiency in Microsoft Office Suite and Google Workspace required. Experience with hospitality and event platforms strongly preferred, including Tripleseat, Mews, FLYR, and similar CRM/PMS systems.
• Communication: Ability to pivot communication styles to match different brand identities within the portfolio.
• Organization: Must be able to manage "competing priorities" for multiple General Managers and Sales Directors simultaneously.