Sales Coordinator

ROOST Tampa

Position Overview

ROOST Tampa is seeking a highly organized and service-oriented Sales Coordinator to support the sales team in driving revenue growth and delivering exceptional guest experiences. This role will provide administrative and operational support to the Director of Sales and Sales Managers, assisting with lead management, proposal preparation, group bookings, client communication, reporting, and sales system administration.

The ideal candidate is detail-oriented, proactive, and thrives in a fast-paced hospitality environment. This position plays a critical role in ensuring the sales team can focus on revenue-generating activities while maintaining exceptional service standards for prospective and existing clients.

Key Responsibilities

Sales & Administrative Support

• Provide day-to-day administrative support to the Director of Sales and Sales Managers.
• Answer incoming calls and respond to sales inquiries, guest questions, and reservation requests.
• Process incoming leads and maintain accurate records within sales systems.
• Prepare proposals, contracts, presentations, reports, resumes, turnover documents, and correspondence.
• Schedule appointments, site visits, and client meetings for the sales team.
• Assist with research related to group billing inquiries, commissions, sales system data, and account management.

Client & Group Coordination

• Communicate with prospective and existing clients via phone, email, and in person.
• Support group business by managing room blocks, entering rooming lists, monitoring pickup reports, and providing cutoff date reminders.
• Process reservation changes and maintain accurate group booking information.
• Assist with the creation and maintenance of group master accounts.
• Ensure timely and professional follow-up with clients throughout the booking lifecycle.

Sales System & Reporting Management

• Maintain organized and accurate sales files and booking documentation.
• Upload and manage signed agreements and group booking records within the sales system.
• Assist with generating reports and gathering data to support sales initiatives.
• Distribute Convention & Visitors Bureau (CVB) RFPs in accordance with company procedures.

Marketing & Department Support

• Maintain inventory of sales collateral, marketing materials, and promotional assets.
• Assist with the preparation and distribution of branded sales and marketing materials.
• Participate in sales meetings and departmental initiatives.
• Provide additional administrative and operational support as needed.

Additional Responsibilities

• Support the overall success of the property by assisting with projects and initiatives as assigned.
• Perform other duties as required to meet business needs.

Qualifications

• Minimum 1 year of sales, administrative, coordinator, or hospitality experience required.
• Previous hotel, restaurant, or hospitality experience strongly preferred.
• College degree preferred.
• Excellent verbal and written communication skills.
• Strong organizational, analytical, and time management abilities.
• Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Ability to manage multiple priorities and work independently.
• Strong attention to detail and follow-through.
• Professional, outgoing, and guest-focused demeanor.
• Self-motivated with the ability to thrive in a fast-paced environment.
• Must be flexible to work weekends and holidays as business needs require.

What We’re Looking For

• A passion for hospitality and delivering exceptional service.
• Strong interpersonal and relationship-building skills.
• A collaborative team player with a positive attitude.
• A proactive problem solver who takes ownership and initiative.
• Someone who is excited to contribute to the continued growth and success of ROOST Tampa.