The Sales, Marketing & Executive Office Coordinator plays a vital dual role in providing comprehensive administrative support to both the Sales & Marketing team and the Executive Office. This position ensures the smooth and efficient functioning of daily operations, from handling client communications and supporting sales activities to managing executive correspondence and coordinating office projects. A highly organized, detail-oriented, and proactive individual, the Sales & Executive Office Coordinator contributes to the overall success of the hotel by ensuring professionalism, accuracy, and seamless coordination across departments.

What will I be doing?

As a Sales, Marketing & Executive Office Coordinator, you will be responsible for performing the following duties to the highest standards:

Executive Office Responsibilities

Open, sort, date-stamp, and distribute all incoming mail, faxes, and printed materials. Prepare and send outgoing mail, both interoffice and external.

Draft and prepare correspondence, memos, and complex numerical/financial reports as instructed, including communication on behalf of management.

Duplicate, copy, distribute, and mail materials for the office.

Coordinate assigned projects and activities, including attending meetings, taking minutes, and following up on action items to ensure timely completion.

Order and maintain office supplies and equipment, ensuring proper organization and inventory control.

Maintain filing systems, databases, and office records in an orderly and professional manner.

Use and manage the property’s email system, maintaining the Executive Office inbox and, where required, assisting with the General Manager’s email communications.

Greet internal and external guests in a professional and welcoming manner, announce visitors, and handle inquiries or requests appropriately.

Support the Executive Office in the planning and coordination of meetings, VIP visits, and hotel events.

Perform additional supportive administrative tasks as assigned by management.

 Sales & Marketing Coordination Responsibilities

Provide day-to-day administrative support to the Sales & Marketing team.

Prepare proposals, contracts, quotations, and other correspondence for prospective and existing clients.

Initiate and manage group reservations, build group blocks in the PMS, prepare rooming lists, and communicate changes or updates with clients.

Assist sales managers with site inspections, ensuring smooth coordination and professional representation of hotel facilities.

Maintain and update client databases, sales records, reports, and tracking systems.

Handle incoming inquiries, phone calls, and emails, ensuring prompt and professional responses.

Assist with data entry using Delphi, Microsoft Word, and Excel, as well as filing, copying, faxing, and distributing internal and external documents.

Support weekly sales meetings, group pickup meetings, and other scheduled business operations meetings by preparing materials, taking notes, and coordinating logistics.

Assist with special projects assigned by management and support the execution of sales and marketing initiatives.

Maintain clean, organized work areas and foster positive working relationships with other departments, team members, and guests.

What are we looking for?

A Sales, Marketing & Executive Office Coordinator serving Hilton brands is always working on behalf of our Guests and collaborating closely with other Team Members. To successfully fill this role, you should demonstrate the following:

Minimum 1–2 years of experience in an administrative, coordinator, or sales support role, preferably in a hospitality environment.

Excellent written and verbal communication skills.

Strong organizational and time management skills with the ability to manage multiple projects and meet tight deadlines.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Ability to handle confidential information with discretion and professionalism.

High attention to detail, accuracy, and follow-through.

Strong interpersonal skills and the ability to deal with a variety of audiences with patience, tact, and diplomacy.

Ability to work independently and exercise sound judgment and discretion.

Strong analytical, problem-solving, and research skills.

Proficiency in handling office equipment such as multi-line telephones, fax machines, copiers, and scanners.

Knowledge of hotel systems such as Delphi, Opera, or other CRM/PMS platforms is an advantage.

It would be advantageous in this position for you to demonstrate the following capabilities and distinctions:

Previous experience working within a Conference and Events environmentKnowledge of the hotel property management systems

What will it be like to work for Hilton?

 

Hilton is the leading global hospitality company, spanning the lodging sector from luxurious full-service hotels and resorts to extended-stay suites and mid-priced hotels. For nearly a century, Hilton has offered business and leisure travelers the finest in accommodations, service, amenities and value. Hilton is dedicated to continuing its tradition of providing exceptional guest experiences across its global brands.  Our vision “to fill the earth with the light and warmth of hospitality” unites us as a team to create remarkable hospitality experiences around the world every day.  And, our amazing Team Members are at the heart of it all!