The Hotel Sales & Event Coordinator is the operational backbone of the hotel’s group, corporate transient, catering, and meeting business. This role supports the sales team from first inquiry through post-event billing—qualifying leads, building Banquet Event Orders (BEOs) and group resumes, managing room blocks, and serving as a reliable liaison among clients, vendors, and hotel operations.

Success in this role means every negotiated corporate transient account as well as booked group and event is documented accurately, communicated on time, and executed without surprises. The coordinator protects revenue by tracking cut-off dates, pickup, deposits, and billing, and protects the guest experience by making sure operations has a complete, current picture of every function.

Lead management & sales support

• Manages incoming inquiries via phone, email, website, and RFP platforms (Cvent and similar) and lead distribution process within established response-time standards.
• Qualify business (dates, rooms, space, budget, decision timeline) and route or assign leads to the appropriate Sales Manager.
• Assists and supports as needed with proposals, quotes, contracts, addenda, and informational packets with accurate rates, availability, and hotel policies.
• Maintain CRM and sales systems (e.g., Delphi.fdc, PEP, OnQ, R&I, Sertifi, FastPay, etc.) with complete account, booking, and activity records as well as merge/integration efficiencies.
• Assist with prospecting, call reports, traces, site inspections, and sales collateral as directed.

Group rooms coordination

• Create and maintain group blocks in the property management and sales systems; load negotiated rates and rate codes as directed.
• Manage rooming lists, reservation requests, cutoff dates, wash, attrition, and inventory release in accordance with contract terms.
• Track group pickup and communicate status to Sales, Front Office, and Revenue Management.
• Set up group master accounts, routing instructions, deposits, and commission tracking.

Event detailing & execution support

• Detail events with clients: menus, room setups, AV, décor, timelines, special requests, and dietary needs.
• Create, update, and distribute Banquet Event Orders, group resumes, diagrams/floor plans, and daily function reports to all operating departments.
• Coordinate internally with Banquets, Culinary, F&B, Front Office, Housekeeping, Engineering, and AV so execution matches the contracted program.
• Serve as on-site contact for assigned meetings and events; troubleshoot day-of issues and escalate appropriately.
• Confirm final counts, guarantees, and last-minute changes within hotel cutoff windows.

Financial, administrative & reporting

• Process deposits, interim charges, and post-event billing; reconcile banquet checks and group folios.
• Log actualized room nights and food-and-beverage revenue after events and keep files current.
• Generate weekly/monthly reports (pace, pickup, traces, lead status) as assigned.
• Protect data integrity of sales files and adhere to brand, company, and PCI/cash-handling procedures.
• Perform other duties as assigned to support hotel revenue and guest satisfaction goals.

Required

• High school diploma or equivalent; associate or bachelor’s degree in hospitality, event management, business, or marketing preferred.
• 1–2 years of hospitality experience in hotel sales, catering, events, front desk, or a closely related guest-facing role.
• Excellent written and verbal communication; professional presence with clients, vendors, and colleagues.
• Strong organization, accuracy, and the ability to manage multiple bookings and deadlines in a fast-paced environment.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfort learning hotel sales/PMS systems.
• Ability to work a flexible schedule including evenings, weekends, and peak event days.

Preferred

• Experience is preferred with Delphi.fdc, PEP, Sertifi, Social Tables, Cvent, or similar platforms.
• Prior work in a hotel with meeting and banquet space.
• Knowledge of group contracts, attrition, cutoff, and banquet guarantee practices.
• Bilingual skills a plus, but not required.

• Detail ownership — documents are complete, current, and distributed on time.
• Client service — responsive, courteous, and solution-oriented without overpromising.
• Internal partnership — clear handoffs to operations; no last-minute surprises.
• Revenue awareness — tracks pickup, cutoffs, deposits, and upsell opportunities.
• Discretion and professionalism — handles contracts, billing, and guest information appropriately.

Work is performed in an office and throughout the hotel. The role requires sitting for extended periods, frequent computer use, walking event spaces, and occasional lifting of sales materials or boxes up to 25 pounds.

Compensation is competitive for the market plus hotel benefits (medical, dental, vision, 401(k), paid time off, and employee Hilton brand lodging discounts offered. This position is a recognized path into Hotel Sales/Catering Manager or Catering/Event Manager roles for high performers.

Apply at CAREERS — Texas Western Hospitality and sort by Austin, Texas to find Embassy Suites Austin Downtown South Congress job listings. Click on Sales & Events Coordinator opportunity to apply.

This hotel is an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic. Reasonable accommodations may be made for qualified individuals with disabilities.

This job description is not an exhaustive list of duties. Responsibilities may change to meet business needs. It does not create an employment contract.