Sales Coordinator

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Posted:
Mar 6, 2026

The Ontario Airport Hotel & Conference Center is under new ownership and is currently undergoing a full renovation to transform our 309-room property into a premier destination for travelers. The hotel operates under Hyatt affiliation and will soon be rebranded as Hyatt Regency.

We are seeking a dynamic and results-oriented Sales Coordinator who consistently demonstrates exceptional customer service, maintains a positive and professional demeanor, and fosters collaborative relationships with their team and hotel colleagues.

This position provides administrative and operational support to a team of Sales Managers. The ideal candidate is friendly, adaptable, detail-oriented, and able to quickly learn new systems and processes. They must be comfortable multitasking, managing competing priorities, and completing assignments accurately and on time.

Primary Job Responsibilities

Site Visit & Client Experience Coordination

• Coordinate all logistical aspects of site visits including room blocks, meeting room setups, transportation, amenities, welcome notes, dining arrangements, and vendor coordination—both on property and at model rooms (off-site).
• Create comprehensive site itineraries, confirming all timing, touchpoints, and expectations with relevant departments.
• Perform pre-site walkthroughs to ensure setups, cleanliness, brand standards, and operational readiness.
• Proactively troubleshoot potential issues and communicate with Sales Managers and operational teams.
• Support VIP arrivals and serve as an on-site concierge resource when needed.
• Prepare proposals, contracts, presentations, reports, and other documentation to support Sales Managers.
• Draft thank-you letters, confirmation materials, and other client communications to ensure consistent follow-up.
• Effectively track and follow up on proposals, contracts, appointments, and assigned sales tasks.

CRM & Data Management

• Input new leads and maintain accurate customer data within sales systems (e.g., Envision).
• Manage and organize digital and physical sales files.
• Ensure timely entry of leads, activities, and updates within the CRM system.

Department Coordination

• Answer incoming inquiry calls, qualify leads, and direct them to the appropriate Sales Manager.
• Collaborate with Operations, Events/Convention Services, and other departments to ensure accuracy and consistent execution of client requirements.
• Attend departmental meetings to stay informed on upcoming groups, site visits, and operational updates.
• Assist with the preparation of Banquet Event Orders (BEOs) and materials for weekly meetings.
• Attend weekly revenue meetings as needed.

Additional Responsibilities: Please note that this job description is not intended to provide an exhaustive list of duties or responsibilities.

Qualifications

• Degree or diploma in Hospitality, Tourism Management, Business Administration
  , or a related field preferred.
• 1–2 years of experience in hotel operations, sales administration, or a related hospitality role.
• Strong administrative, organizational, and multitasking abilities with high attention to detail.
• Excellent communication, customer service, and interpersonal skills.
• Ability to establish professional relationships and maintain confidentiality.
• Ability to work independently while managing multiple priorities in a fast-paced environment.
• Envision
• Opera
• Reserve

Additional Information

Work Location: This role is strictly in-office, and remote work options are not available at this time.

Availability: The hotel operates 24 hours a day, 7 days a week, and schedules may vary based on business needs.

Why Join Us? At the Ontario Airport Hotel & Conference Center, we take pride in creating exceptional guest experiences and fostering a team culture where professionalism, hospitality, and personal connections thrive. As a Night Audit Agent, you'll be at the forefront of our guest journey—offering a warm welcome, assisting with their needs, and setting the tone for a memorable stay. Be part of a reimagined hospitality experience where your service leaves a lasting impression from the very first interaction.

Our team is built on…