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DRIFTWOOD HOSPITALITY MANAGEMENT

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Sales Coordinator

Open 31d

Driftwood Hospitality Management’s company culture empowers our associates to take initiative, be proactive, and contribute to the success of their property with well-defined strategies and objectives. Driftwood Hospitality Management is renowned for our fully integrated approach to hospitality services — all with outstanding client service. Our team is made up of the best talent in the hospitality industry, down to every employee, position, and hotel.

JOB SUMMARY

The Sales & Events Coordinator provides critical administrative, reporting, and operational support to the Sales and Events teams across the dual-brand campus — the San Diego Marriott Mission Valley and Element by Marriott Mission Valley. Reporting directly to the Director of Sales & Marketing, this role ensures the seamless daily execution of departmental objectives across both brands while adhering to company standards. The ideal candidate is a proactive communicator who thrives in a fast-paced, deadline-driven environment and serves as a vital link between clients, the sales and events teams, and hotel operations.

ESSENTIAL JOB FUNCTIONS

This description is a summary of primary responsibilities. Driftwood Hospitality Management operates 24/7; therefore, operational demands may require variations in shift days, starting times, and total hours worked.

  • Answer inbound sales and catering calls for both the Marriott and Element, build inquiries, and create quotes in CI/TY (Delphi.fdc); route catering and banquet inquiries to the appropriate Event Manager.
  • Receive daily show-room availability each morning from Housekeeping (HSKP) for both the Marriott and Element towers, and distribute the consolidated show-room message to the sales and events teams.
  • Compile and distribute the Sunrise daily report (arrivals, occupancy, and group activity) and the Daily Events report covering all meetings, banquets, and functions across the campus’s 37,000+ sq ft of event space.
  • Run and send the GRC (Group Rooms Control) report for both properties daily by 9:00 AM.
  • Monitor the incoming sales mailbox and shared sales inbox daily; log and route all correspondence.
  • Deploy and route incoming leads; check CI/TY, Delphi.fdc, and Cvent at least three times daily and review San Diego Tourism Authority (SDTA) leads each day.
  • Monitor Lanyon / MarrFP RFP channels for new group and corporate business.
  • Maintain the Lead Log, recording source, segment, status, and follow-up for every inquiry across all eight market segments.
  • Act as the primary point of contact for clients in the absence of Sales or Catering Managers; qualify booking inquiries and prepare the necessary paperwork.
  • Assist managers with the preparation of contracts, proposals, and addendums, diligently tracking completion status and deadlines.
  • Create group resume cover sheets in CI/TY for the Wednesday-to-Tuesday batch and route them to the Event Managers and the Event Management Manager (EMM) for updates.
  • Distribute the finalized Resume Batch to the Marriott and Element operations teams every Tuesday by 9:30 AM.
  • Compile and distribute the weekly Sales Activity Report covering prospecting, bookings, and conversions across all eight market segments.
  • Research and run the DI / comp-set report (STR / Hoteligence 360) and deliver it to the Sales Team by 4:00 PM every Tuesday.
  • Run and assemble Banquet Event Order (BEO) and function packets for distribution to operations and the kitchen by 4:00 PM each Monday, ahead of every function.
  • Run and distribute the daily change log to the sales and events teams by 12:00 PM, incorporating any revised or pop-up BEOs from the Events Team, and produce copies for the Event Manager, Sales Manager, Group Housing, and Sales Coordinator.
  • Send the client introduction (“welcome”) email for newly turned-over groups, branded to the booked property (Marriott or Element).
  • Maintain a consistent flow of thank-you letters for completed groups and functions, and close out all event files.
  • Partner with Sales, Catering, and Accounting to schedule, collect, and ensure the on-time delivery of group deposits.
  • Prepare site alerts with the Sales Managers ahead of each property visit, and inspect show rooms and meeting space at both brands to confirm readiness and presentation.
  • Prepare amenity forms and welcome cards for Sales and GM VIPs at both properties.
  • Produce event-space diagrams as needed using Cvent Event Diagramming for both Marriott and Element meeting rooms.
  • Order office supplies and monitor and replenish sales collateral and promotional items so both properties remain fully stocked with complete sales packets at all times.
  • Create purchase orders and close invoices in BirchStreet for sales and event spend across both brands.
  • Issue Marriott Bonvoy points and awards to qualifying planners and guests; track issuance and reconcile as required.
  • Assist managers on creative projects — direct-mail pieces, invitations, promotional one-sheets, and special events (e.g., Pride-season and Del Mar racing-season campaigns).
  • Maintain the filing system for past groups, ensuring archived files are complete and retrievable.
  • When the Group Housing Coordinator is out of the office, assist with and build groups, reservations, and urgent email or voicemail inquiries.
  • Coordinate with all hotel departments through clear verbal and written instructions to ensure prompt attention to time-sensitive requests.
  • Assist the Front Office, General Manager, and Sales team with travel agent and corporate reservation requests.
  • Exercise sound judgment and decision-making skills to direct internal and external requests to the appropriate stakeholders.

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