Join the team at Le Méridien Charlotte and Sheraton Charlotte as our Sales & Events Coordinator!
The Sales & Events Coordinator provides comprehensive administrative, secretarial, and operational support to the Sales, Events, Catering, and Conference Services teams. This position is responsible for keeping the department organized, ensuring timely communication and follow-up, maintaining accurate records, and assisting with the coordination of group and event business.
The ideal candidate is highly organized, detail-oriented, proactive, professional, and comfortable managing multiple priorities in a fast-paced convention hotel environment.
What You'll Do
- Provide day-to-day administrative support to the Sales, Marketing, and Events teams, including coordinating calendars, appointments, meetings, correspondence, and department schedules.
- Support Sales Managers with tracking leads, tentative and definite business, group bookings, room blocks, account activity, and follow-up.
- Assist with preparations for sales calls, client appointments, hotel site visits, trade shows, networking events, and other sales activities.
- Coordinate meeting space, materials, refreshments, and other details for client appointments and hotel site visits.
- Assist the Events and Catering teams with the preparation and distribution of Banquet Event Orders (BEOs), event resumes, function sheets, diagrams, and other event documents.
- Maintain accurate event information, including room assignments, agendas, guarantees, special requests, and other group details.
- Prepare materials for pre-convention meetings, event meetings, sales meetings, and client appointments.
- Communicate group and event information to the appropriate hotel departments to help ensure teams are prepared for upcoming functions.
- Prepare welcome letters, VIP and amenity lists, signage, registration materials, and other collateral for groups and events.
- Respond to client and meeting planner inquiries professionally and promptly, directing requests to the appropriate team member when needed.
- Assist with coordinating client and meeting planner requests across hotel departments and help provide an organized, seamless experience from planning through arrival.
- Prepare reports, spreadsheets, presentations, correspondence, and other departmental materials as requested.
- Maintain organized account files, contracts, client records, shared drives, templates, forms, and other Sales & Events resources.
- Support prospecting efforts and account research as directed by the Sales team.
- Assist with client confirmations, thank-you correspondence, and post-event follow-up.
- Maintain professionalism and confidentiality when handling client, group, and hotel information.
- Perform additional administrative and departmental duties as needed.
