Sales Coordinator at Sonesta Hotels, Sonesta White Plains, NY

Sales Coordinator at Sonesta Hotels in Sonesta White Plains, NY. Full-time. $28 to $30 an hour. Apply with swipeandhired.

We’re People People. Are you?

We’re Sonesta International Hotels—the 8th largest hotel company in the U.S. (and growing fast 🚀).

With a dynamic mix of full-service and focused hotels across major cities, our diverse portfolio of owned, managed, and franchised properties means we’re everywhere our guests need us to be.
But here’s the thing—we’re not just in the business of hotels, we’re in the business of people. We bring service with passion, loyalty with purpose, and create experiences that genuinely connect—delivering quality, value, and memorable stays across 1,000+ properties in eight countries (and counting).

What this role is all about

The Sales Coordinator (SC) executes the sales strategy of the hotel, as defined by the Director of Sales and Marketing, to ensure that occupancy, average daily rate, extended stay and market share goals are achieved. This includes assisting with client requests in a timely manner and efficiently handling all inquiries in absence of the Director of Sales and/or sales managers. The SC will be required to perform general administrative duties, but not limited to, contracts, meeting room logistics, group rooming lists, and compiling/updating reports as needed.

What you’ll be doing
Job Description

• Perform administrative duties such as typing proposals, letters, contracts, etc. Collect data, update databases, and complete departmental monthly reports. Types and distributes all correspondence, including booking notices, letters, contracts, etc. for assigned managers. Ensures that all correspondence is 100% accurate.
• Coordinates general office functions to include purchasing of office supplies, messages, contracts, answering phones, guests’ requests, assisting with site inspections when needed, plus other activities assigned by management. For purposes of handling Sales Inquiry information: ensures information is accurate and thorough and asks specific questions to qualify the caller to the appropriate manager.
• Audits space blocked space in Delphi as turned over by Group Sales Managers and ensures all guestroom and meeting space blocks have accurate Food and Beverage forecasting, banquet staff and guestroom/meeting room availability.
• Submit proposals for smaller group inquiries on behalf of the sales managers.
• Respond to client calls and special requests and obtain final details, dates, times, and hotel room and meeting room requirements. Regularly follow-up with clients and maintain accurate and updated information.
• Resolve requests and/or complaints to the satisfaction of the guest; inform supervisor of major problems, complaints, disturbances, or dissatisfied clients.
• Input leads into DELPHI and maintain an active trace/follow-up system for all incoming inquiry calls
• Produce Contracts, Form Letters, Banquet Event Orders, Daily Reports, Group Resumes and Diagrams as merged from computer operating system DELPHI

• Generate complete and correct daily event schedules and reader boards
• Prepare and stay on top of weekly reports and distribution
• Build room blocks in Delphi, and manage small group room blocks as needed
• Develop creative attractive menu presentations for potential clients
• Maintain knowledge of all hotel services and features and hours of operation

• Process Group Definite Booking Turnover. Handle amenity requests. Assist with groups requests (room changes, guestrooms, counts, etc.)
• Cross reference banquet checks with night audit reports. Handle rooming lists for groups
• Ensure correct coding of group blocks
• Administer all Delphi Catering Documents-Do Contracts, Create Banquet Event Orders, Revise BEOs and make changes in book
• Ensure deposit are being paid and send receipt to clients
• Process commissions-group
• Email Weekly Pick up report to all groups (Sales & Catering)

• Coordinate the BEO process and administration, ensuring completeness & accuracy, cross reference.
• Assist with Input of Delphi cleanup /maintain
• Cross trains in all other disciplines within the parameters set by the sales department to assist with office coverage when another associate is out of the office, managing a shared work load.
• Clocks in/out at scheduled work hours, including the 30 minute scheduled lunch hour each day. All overtime must be approved by DOS.
• Schedules workload to meet deadlines of all managers.
• Always works as a member of the whole Sales Team, and Sonesta Hotel Team.
• Promote teamwork and quality service through daily communication and coordination with other departments. Coordinate details with other departments such as VIP amenities, special requests, or other service needs or special handling.
• Enter all groups into Passkey and SynXis ensuring that clients receive booking links.
• Perform other duties as assigned (guest room tours, property tours, special guest requests, answering phones and routing to appropriate sales staff, handling of mail, etc.)
• Performs all other duties as assigned by the Director of Sales and Marketing.
• With the purchasing of supplies they will also manage the E-pro platform for the department
• Experience with Microsoft Office, Delphi, Canva, and Opera systems preferred
• Coordinating and inspection of show rooms with housekeeping on a daily basis
• Recognizing VIP arrivals, generate welcome cards and welcome amenities and distributing to appropriate departments for a VIP guest experience execution
• Help coordinate and attend client functions when appropriate/necessary

Qualifications and Requirements:

• Ability to speak, read, and write fluent English; other languages beneficial.
• Professional verbal and written communication skills.
• Mathematical skills, including basic math, budgeting, profit/loss concepts, percentages, and variances.
• Problem-solving, reasoning, motivating, organizational and training abilities.
• Experience with Microsoft Office and Opera systems preferred.
• Frequently standing up, bending, climbing, kneeling, and moving about the facility.
• Carrying, lifting, or pulling items weighing up to 25 pounds.
• Frequently handling objects and equipment.

Anticipated Pay Range & Additional Job Information
pay range: $28.00 - $30.00 per hour
Base pay offered may vary depending on various factors including but not limited to job related knowledge, skills, and job specific/overall experience.

How we reward you

At Sonesta, we know showing up for our guests starts with showing up for our people. That means supporting your health, your financial future, and everything in between.

Here’s a snapshot of what we offer:

• Medical, Dental & Vision Insurance

• Health Savings Account (HSA) with Company Match

• 401(k) Retirement Plan with Company Match

• Paid Vacation & Sick Time

• Paid Parental Leave

• Company-Paid Life Insurance

• Company-Paid Short-Term & Long-Term Disability

• Hospital Indemnity, Critical Illness & Accident Insurance

• Educational Assistance

• Sonesta Hotel Discounts (yes, you’ll want to use these ✈️)

• Additional Perks & Employee Discounts

Our Commitment to You

Sonesta is proud to be an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

Before You Apply

To be considered, please complete the full application in addition to submitting your resume. Incomplete applications will not be reviewed.