Complex Sales Coordinator at Claus

Honolulu, Hawaii, United States -

Full Time

Start Date

Immediate

Expiry Date

18 Sep, 26

Salary

28.0

Posted On

20 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Group Coordination, Customer Service, Administrative Support, Banquet Event Orders, Property Management Systems, Room Block Management, Client Communication, Multitasking, Event Logistics, Revenue Management, Billing Instructions, Office Management

Industry

Description

Compensation Type Hourly Highgate Hotels Highgate is a leading real estate investment and hospitality management company with over $15 billion of assets under management and a global portfolio of more than 400 hotels spanning North America, Europe, the Caribbean, and Latin America. With a 30-year track record as an innovator in the hospitality industry, this forward-thinking company provides expert guidance through all stages of the property cycle, from planning and development through recapitalization or disposition. Highgate continues to demonstrate success in developing a diverse portfolio of bespoke lifestyle hotel brands, legacy brands, and independent hotels and resorts, featuring contemporary programming and digital acumen. The company utilizes industry-leading revenue management tools that efficiently identify and predict evolving market dynamics to drive outperformance and maximize asset value. With an executive team of seasoned hospitality leaders and corporate offices worldwide, Highgate is a trusted partner for top ownership groups and major hotel brands. www.highgate.com Location Only steps from white sand beaches and world-class shopping, the Courtyard by Marriott Waikiki Beach hotel in Honolulu offers rest and relaxation from your day's island adventures. Relax in the comfort of 403 newly renovated guest rooms and suites, each with modern amenities and some with balconies. Courtyard by Marriott Waikiki Beach has a convenient location in Waikiki, within walking distance signature restaurants and exciting nightlife. Courtyard Waikiki Beach 400 Royal Hawaiian AveHonolulu, HI 96815 Overview The Sales Coordinator supports the Sales team by managing group business from contract turnover through arrival and post-stay follow-up. This role serves as a key point of contact for group clients, ensuring seamless coordination between clients and hotel departments while providing administrative and operational support for group bookings and select events. The Sales Coordinator plays a critical role in delivering exceptional customer service, maximizing group satisfaction, and supporting revenue goals. Responsibilities Answer telephone and email messages. Respond accordingly. Open and distribute mail. Maintain and stay abreast of the latest computer programs/innovations (as applicable). Filing of all pertinent correspondence in a timely manner. Type all correspondence pertaining to department. Maintain adequate inventory of office supplies. Responsible for the smooth operation of the office. Type and distribute meeting minutes. Maintain trace file as needed. Prepare Banquet Event Orders (BEOS) as per client needs (Catering Only) Assist with daily operations of the Business Center as needed. Assist in copying/faxing/mailing. Greet guests/clients/employees when necessary. Attend meetings/training as required by management. Coordinate and service group room blocks from booking turnover through departure. Serve as a primary contact for group clients, responding to inquiries and requests in a timely manner. Manage rooming lists, reservations, billing instructions, and group details. Coordinate group arrivals, departures, VIP requests, and special accommodations. Work closely with hotel departments to ensure accurate communication and flawless group execution. Assist with meeting and event logistics, including meeting space coordination, BEO review, and client communication. Support site visits, property tours, and client planning meetings as needed. Monitor group pickup, cut-off dates, and room block performance. Prepare contracts, reports, correspondence, and other sales-related administrative documents. Identify opportunities to enhance the guest experience and support incremental revenue opportunities. Maintain accurate records in hotel sales and property management systems. Qualifications High School diploma or equivalent required and/or experience in a hotel or a related field preferred. At least 1 to 3 years of progressive experience in a hotel or related field preferred. College course work in related field helpful. Computer knowledge/skills required. Flexible and long hours sometimes required. Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Maintain a warm and friendly demeanor at all times. Must be able to effectively communicate both verbally and written, with all level of employees and guests in an attentive, friendly, courteous and service oriented manner. Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests. Must be able to multitask and prioritize departmental functions to meet deadlines. Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner. Attend all hotel required meetings and trainings. Maintain regular attendance in compliance with Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel. Maintain high standards of personal appearance and grooming, which includes wearing the proper uniform and nametag. Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations. Maximize efforts towards productivity, identify problem areas and assist in implementing solutions. Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary. Must be able to understand and apply complex information, data, etc. from various sources to meet appropriate objectives. Must be able to cross-train in other hotel related areas. Must be able to maintain confidentiality of information. Must be able to show initiative, including anticipating guest or operational needs. Perform other duties as requested by management.

Responsibilities

The Sales Coordinator manages group business from contract turnover through departure, serving as the primary contact for clients. They coordinate room blocks, prepare Banquet Event Orders, and ensure seamless communication between clients and hotel departments.