Sales & Marketing Coordinator

Viceroy Hotels & Resorts offers a fresh take on hospitality, centered on the richness of experiences and cultural connection. A leader in modern luxury, Viceroy is committed to creating unique, immersive experiences that allow guests to craft unforgettable narratives rooted in the authenticity of each destination. Viceroy’s portfolio of hotels and resorts can be found in a diverse array of breathtaking and inspiring locations including Los Cabos, Santa Monica, Chicago, Riviera Maya, Kopaonik, Snowmass, Washington D.C., St. Lucia,

and Portugal’s Algarve, with a forthcoming resort in Sun Valley, Idaho slated to open in summer 2026.

Location:

Viceroy Santa Monica, CA.

The Sales & Marketing Coordinator plays a key support role for the Sales and Marketing teams at Viceroy Santa Monica, providing administrative, operational, and logistical assistance to ensure the seamless execution of sales initiatives, group business, transient reservations, and brand‑driven marketing efforts. This position serves as a central point of coordination between Sales, Marketing, Operations, and the Viceroy brand team. The ideal candidate is highly organized, detail‑oriented, professional in client communications, and comfortable balancing multiple priorities in a fast‑paced luxury hotel environment.

• Serve as a primary support resource for the Sales team, assisting with daily administrative and operational tasks.
• Assist with transient reservations, including confirmations, modifications, special requests, billing notes, and VIP handling.
• Process group rooming lists, including initial entry, revisions, special requests, upgrades, and VIP designations.
• Maintain group blocks and reservations in Opera/Envision, ensuring accuracy prior to arrival.
• Assist with contracts, addendums, proposals, and sales presentations, including document merging and formatting.
• Support the group turnover process, ensuring all rooming lists, concessions, billing instructions, and special notes align with signed contracts.
• Coordinate group and VIP amenities, welcome letters, and special arrangements.
• Create reservation links for definite group bookings once turnover is complete.
• Assist with deposits, credit card authorizations, and billing documentation (e.g., Sertifi, Canary).
• Run and distribute sales‑related reports as requested by the ADOSM.
• Support execution of hotel marketing initiatives in collaboration with the Sales team, Managing Director, and Viceroy brand partners.
• Act as a liaison with the Viceroy brand and corporate marketing teams, assisting with requests, timelines, asset coordination, and approvals.
• Assist with logistics for marketing initiatives, including photo shoots, site visits, events, collateral distribution, and promotional activations.
• Maintain and organize marketing assets such as image libraries, collateral, presentations, and digital files.
• Assist with coordination of on‑property marketing events and brand activations, including internal communication to hotel departments.
• Support content needs by gathering information, photos, and operational details for brand, PR, and marketing use.
• Ensure brand standards and tone are upheld in all marketing‑related materials and communications.
• Serve as a professional point of contact for internal and external inquiries related to Sales and Marketing.
• Coordinate internally with Operations, Revenue Management, Catering, and Front Office teams to ensure smooth execution of sales and marketing initiatives.
• Maintain organized filing systems and accurate data entry within CRM and property systems.
• Assist with meeting coordination, calendars, and internal communications for the Sales & Marketing team.
• Perform additional duties as assigned by the Area Director of Sales & Marketing or Managing Director.

• Ability to exercise personal discipline and extra diligence to assure that projects are completed on a timely basis.
• Flexible schedule – willing and able to work shift duties that may include evenings, nights, weekends, and holidays.
• Dynamic, highly motivated, self‑confident, with excellent interpersonal and organizational skills.
• Strong interpersonal skills and the ability to…