Sales Coordinator - Weddings and Groups

Overview

Description
The Sales Coordinator is responsible for planning, organizing, and executing weddings, special events, group stays, and in-house programs at Basin Harbor. Acting as a key liaison between clients and departments, this role ensures seamless coordination from initial inquiry through post-event follow-up. The Coordinator supports wedding parties, special occasions, family reunions, corporate retreats, day groups, and golf outings – handling event detailing, client communication, billing, and internal coordination with Sales, Food & Beverage, Recreation, and Marketing teams.

Weekend and evening availability is required during season (May–October).

• Serve as the primary contact for group, wedding, and event clients, from initial inquiry through event execution and post-event follow-up.
• Coordinate and detail all logistics for weddings, family reunions, and group events including space setup, menus, AV needs, floor plans, and timelines.
• Compile, distribute, and update Banquet Event Orders (BEOs) in a timely fashion; participate in BEO meetings with the Food & Beverage team.
• Process post-event billing for wedding and group events.
• Oversee the collection of deposits and the issuance of final invoices for all events and group stays.
• Send and maintain monthly rooming lists for all incoming groups in coordination with the Reservations and Front Office teams.
• Conduct and assist with property tours, FAM trips, and tastings for confirmed clients and prospects.
• Coordinate on-property group communications, signage, amenity orders, reader board updates, and administrative support for the Sales office.
• Manage event collateral such as menus, pre-event packets, RSVP tracking, vendor communications, and promotional materials using tools like Adobe, Canva, and Microsoft Office.
• Act as a brand ambassador for Basin Harbor at trade shows, conferences, and industry events, developing strategic partnerships and sourcing new group business.
• Support in the planning and execution of in-house seasonal events and recreation programs in collaboration with internal teams.
• Write and send thank you notes to clients, and maintain/grow long-term relationships for repeat business.
• Support operational efficiency by organizing schedules, assisting with signage, and attending internal meetings including Sales and BEO meetings.
• Must be able to adapt to changes in a fast-paced, dynamic, and sometimes intense work environment.

• 2 years of experience in hospitality and/or sales, preferably in a luxury resort or similar environment.
• College degree in Hospitality, Marketing, or Business Administration, or equivalent experience in the hospitality industry.
• Strong background in hospitality, event planning, and group sales coordination.
• Experience with BEOs, banquet management, catering, and sales functions.
• Proficiency in Microsoft Office Suite; experience with Delphi, Salesforce, Host, Canva, and Adobe products preferred.
• Excellent organizational, problem-solving, and multi-tasking skills; highly adaptable in fast-paced environments.
• Strong interpersonal and written communication skills; a natural relationship-builder and team player.
• Ability to handle sensitive information with professionalism and discretion.
• Comfortable lifting up to 40 lbs., walking between venues, climbing stairs, and working long hours during events.
• U.S. citizenship or valid U.S. work permit required. Background check required.
• Must be available for flexible scheduling including weekends, evenings, and holidays as needed