Sales Coordinator

Sales Coordinator

Posted December 20, 2019


The Westin Portland Harborview

157 High Street

Portland, ME 04101

Telephone (207) 775-5411

Current Related Job Openings

Position Summary: The Sales Coordinator is responsible for increasing the hotel's business by conducting direct sales efforts, follow-up, and proper sales administration.

Accountabilities: The Sales Coordinator is responsible for generating new business and growing existing accounts for both the Rooms department and the Food and Beverage department.

Qualification Standards

Education & Experience:

  • At least 2 years of progressive experience in a hotel or a related field required
  • High School diploma or equivalent required
  • College degree preferred
  • Customer Service experience required, hotel experience preferred

Tools & Equipment:

  • Computer, projector, copier, fax machine, scanner, telephone, other office equipment
  • Ability to work in Excel, Word, PowerPoint

Work Environment:

  • Under variable temperature conditions
  • Under variable noise levels
  • Office setting

Physical Requirements:

  • Long hours sometimes required
  • Sedentary work - Exerting up to 10 pounds of force occasionally, and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects
  • Ability to work under variable temperatures and noise levels
  • Near Vision - The ability to see details at close range
  • Ability to bend, stretch, twist or reach with your body and arms
  • Must be able to stand and/or walk for lengthy periods of time

Mental Requirements:

  • Oral and Written Comprehension and Expression - Must be able to convey information and ideas clearly in English
  • Must be able to evaluate and select among alternative courses of action quickly and accurately
  • Must be effective in handling problems in the workplace, including anticipating, preventing, identifying, and solving problems as necessary
  • Must have the ability to assimilate complex information, data, etc. from multiple sources and consider, adjust, or modify to meet the constraints of the particular need
  • Must be effective at listening to, understanding, and clarifying the concerns and issues raised by co-workers and guests
  • Mathematical Reasoning - Must be able to work with and understand financial information and data, and basic arithmetic functions
  • Must be able to prioritize departmental functions in order to meet due dates and deadlines
  • Multi-lingual skills helpful

Duties & Functions


  • Approach all encounters with guests and employees in a friendly, service-oriented manner
  • Maintain regular attendance in compliance with Interstate standards, as required by scheduling which will vary according to the needs of the hotel
  • Maintain high standards of personal appearance and grooming, which include wearing the proper business attire and nametag when working
  • Comply at all times with Interstate standards and regulations to encourage safe and efficient hotel operations
  • Maintain complete knowledge of and comply with all departmental policies/service procedures/standards
  • Anticipate guests’ needs, respond promptly, and acknowledge all guests, however busy and whatever time of day
  • Follow up on all leads both by telephone and written correspondence
  • Maintain an active prospecting effort, including follow up on reader board information
  • Coordinate with Convention Services and Catering on groups involving rooms and Banquet revenue
  • Maintain monthly incentive compensation worksheets and lead source analysis
  • Maintain positive guest relations at all times
  • Meet or exceed assigned quarterly sales goals
  • Meet or exceed assigned quarterly food and beverage goals
  • Meet or exceed assigned quarterly solicitation goals
  • Keep immediate supervisors fully informed of all challenges or matters requiring his/her attention
  • Check and respond to electronic communications in a timely fashion
  • Make telephone calls and emails to specified individuals as requested
  • Document all guest requests/complaints and communicate such to respective personnel for proper handling. Follow up on guest satisfaction
  • Maintain confidentiality and security of specified hotel information, correspondence, reports, and files
  • Support Sales Team and General Manager in day to day operations
  • Greet all individuals arriving at Sales office and assist with their needs
  • Arrange meeting room requirements as requested by the Director of Sales
  • Office administration: filing, photocopying, distribution of mail, ordering of office supplies, distribution of memos
  • Participate in all hotel and departmental meetings as requested
  • Attend Staff Meeting Each Week to take minutes- type up and email to HR Director
  • Take inquiries over the phone and distribute to appropriate manager
  • Answer phone and assist client as needed
  • Create Event Orders as required
  • Generate Reports: Function Reports, Group Leads Report Weekly
  • Distribute Function Report & EO/Changes
  • Distribute files/handovers to necessary departments
  • Detail Handovers
  • Send credit card authorization forms as needed                                 
  • Create Quotes in Sales System, identifying leads, and blocking meeting space
  • Create reward certificates & make reservations
  • Create Sales Kits for managers & Front Desk
  • Perform additional duties as required


  • Other duties as required
  • Assist Director of Sales with appropriate reports and special projects
  • Entertain clients
  • Maintain strong visibility in local community organizations
  • Attend all required meetings

Interstate Hotels & Resorts is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

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If you need accommodation for any part of the employment process because of a medical condition or disability, please call (703) 387-3888 or email with the nature of your accommodation request and include the Hotel location and title of the job opening. Please allow one (1) business day for a reply.

The Westin Portland Harborview

289 Room Hotel

Our Hotel

The Westin Portland Harborview provides travelers a perfect vantage point to explore Maine's largest city. Originally opened in 1927 as the Eastland Park Hotel, this historic hotel has been immaculately restored. Visitors can take a short walk to discover the Old Port and some of the best restaurants, retail shops, museums and artistic venues in Maine. Guests will leave feeling better than when they arrived when they stay over in our plush rooms and suites. Each of the guest rooms feature a stunning view of downtown, the harbor or Casco Bay. Guests can enjoy a thoroughly satisfying night's sleep in a Westin Heavenly® Bed. They can re-energize in our state-of-the-art Westin WORKOUT® Fitness Studio or relax with a massage, manicure and more at Artné Spa. We offer on-site dining, including the timelessly chic Top of the East rooftop restaurant with panoramic views. Weddings and meetings thrive here with nearly 15,000 square feet of event space and a spectacular grand ballroom.