Sales & Events Coordinator - Hilton Garden Inn San Marcos

The Hotel Sales & Events Coordinator plays a key role in supporting the Sales Department while ensuring seamless execution of group business and events. This position is ideal for a highly organized, detail-oriented professional who thrives in a fast-paced hospitality environment and is comfortable balancing sales, operations, and guest-facing responsibilities. The Sales & Events Coordinator provides administrative and operational support to the Sales team, manages group bookings from contract through departure, and serves as the on-site contact for events. At Concord, we believe in promotion from within—many of our Sales Coordinators grow into Sales Managers and even future Directors of Sales!

Key Responsibilities:

Sales & Group Coordination Input and manage group blocks, reservations, and rooming lists in the property management system and Delphi (preferred) Prepare and distribute contracts, agreements, and proposals Manage group masters, including billing setup, routing, posting, and final reconciliation Track group pick-up, cut-off dates, and inventory to maximize occupancy and revenue Maintain accurate and organized records for all group and event business Event & Banquet Execution Serve as the on-site event contact and supervisor for all meetings and banquet functions Oversee execution of Banquet Event Orders (BEOs) to ensure all details are met Coordinate with operations teams on setup, service, and breakdown Troubleshoot and resolve issues in real time to ensure client satisfaction Conduct post-event follow-up and thank you communication Provide exceptional customer service and uphold Hilton brand standards Support the Front Desk team during peak periods and high occupancy Revenue, Reporting & Systems Assist with basic revenue management tasks and inventory control Support lead and RFP management, ensuring timely responses Prepare reports as needed (sales activity, group status, etc.) Utilize Microsoft Office (Excel, Word, Outlook) and hotel systems efficiently Operations & Collaboration Act as a liaison between Sales and hotel departments to ensure seamless execution Attend and contribute to BEO and operations meetings Coordinate VIP arrivals, amenities, and special requests Ensure compliance with brand standards, contracts, and internal processes Additional Duties Support site tours, client visits, and sales initiatives as needed Assist with client communication, follow-up, and relationship building Maintain organized digital and physical files Perform other duties as assigned by management Qualifications Strong organizational skills with exceptional attention to detail Ability to multitask and prioritize effectively in a fast-paced environment Excellent written and verbal communication skills Proficiency in Microsoft Office (Excel, Word, Outlook required) Delphi or similar sales/catering system experience preferred Previous hotel, sales, or Front Desk experience strongly preferred Flexible schedule with required weekend availability