Sales Coordinator - 3 Month Contract

Company Description

Located in the heart of Seattle's downtown, the Fairmont Olympic Hotel is a historic landmark in the city. Be a part of history, providing service to our guests in an iconic and luxurious setting. We look forward to welcoming you to the historic Fairmont Olympic Hotel located in the heart of Seattle.

Job Description

Job Description

Are you an organized and detail-oriented individual with a passion for sales and customer service? Fairmont Olympic Hotel is seeking a proactive and efficient Sales Coordinator to support our dynamic sales team for a temporary 3-month position, from October 1st to December 31st. The Sales Coordinator provides comprehensive administrative and sales support to the Sales Department, ensuring efficiency, accuracy, and excellence in all aspects of the sales process. Serving as a brand ambassador, the Sales Coordinator helps uphold the hotel’s luxury positioning while fostering strong relationships with clients, partners, and colleagues.

Key Responsibilities:

• Provide high-level administrative and sales support to Sales Managers and Directors.
• Manage internal hotel sales projects, tracking action items and updating reports, templates, and presentations.
• Create and maintain group room blocks in Opera, ensuring accuracy and attention to detail.
• Draft, proofread, and distribute contracts, addendums, and proposals in alignment with hotel and brand standards.
• Ensure strict adherence to all Sales Standard Operating Procedures (SOPs) throughout the sales cycle.
• Award ALL Accor Loyalty points to meeting and event planners.
• Prepare, track, and analyze budgets, forecasts, lead conversions, and territory performance to support sales strategies.
• Distribute and track all incoming group sales leads, ensuring timely responses within company standards and proactive follow-up on behalf of Sales Managers.
• Support luxury consortia and agency partnerships, including correspondence to travel agents, amenities, and production tracking.
• Manage administrative duties such as correspondence, email communication, inventory management, and document scanning.
• Prioritize and record information from phone calls, inquiries, and in-person visits for Sales Managers with professionalism and discretion.
• Assist with customized correspondence, including welcome letters, change requests, follow-ups, and personalized client touches.
• Coordinate travel arrangements, client entertainment, and event logistics for the sales team.
• Prepare and reconcile expense reports for Sales Managers post-travel.
• Arrange VIP and site inspection reservations, amenities, site alerts, and traces, ensuring flawless execution.
• Escort clients on hotel tours, demonstrating polished presentation and brand knowledge.
• Support and participate in sales client events, familiarization trips, site inspections, and industry showcases.
• Actively contribute to the hotel’s culture by serving on colleague committees such as Green Team, Service Plus, or Health & Safety.
• Take accurate notes during internal department meetings, summarize key points and action items, and distribute them promptly to relevant stakeholders.
• Maintain an efficient digital filing system using OneDrive and SharePoint.
• Provide coverage for fellow Sales Coordinators during absences, including managing correspondence and supporting Sales Managers.
• Assist the Sales Department with special projects and strategic initiatives as assigned.
• Uphold confidentiality when handling sensitive guest information, contracts, and negotiations.
• Serve as an effective team player, collaborating seamlessly with Sales and all other hotel departments.
• Facilitate and oversee the processing of deposits and payments related to group contracts, individual reservations, and courtesy room blocks.
• Process and record all incoming check payments received by the hotel

What is in it for you:

• $28.65 per hour.
• Employee travel program offering discounted rates in Fairmont’s and Accor worldwide.
• Parking/Commuting Discounts.
• Paid meal breaks with complimentary meals served in our Staff Dining room.
• Learning programs through our Academies.
• Medical, dental, vison insurance available for all full-time colleagues and their families. Additional supplemental insurance available. Free base employee only medical insurance.
• 401K Retirement plans with a 4% match for all colleagues.
• Opportunity to develop your talent and grow within your property and across the world!
• Ability to make a difference through our Corporate Social Responsibility activities.
• Fun, elegant atmosphere with amazing colleagues!

Qualifications

Qualifications

• High School Diploma required.
• Bachelor’s degree and/or Hotel Management Diploma preferred.
• Minimum of one years of experience in a hotel, luxury hospitality, or travel industry environment.
• Exceptional written and verbal communication skills.
• Polished professional presence with appropriate grooming and demeanor.
• Highly self-motivated, detail-oriented, and organized with the ability to manage multiple priorities in a fast-paced, competitive environment.
• Strong financial acumen and analytical ability.
• Proven ability to anticipate needs and provide proactive, personalized support.
• Culturally sensitive with the ability to interact with international and high-profile clients discreetly and respectfully.
• Team player with strong interpersonal skills and a collaborative mindset.
• Ability to maintain strict confidentiality and handle sensitive information with discretion.
• Creative, resourceful, and results-oriented, with strong initiative and problem-solving skills.
• Professional and courteous telephone manner, with a natural “smile” in voice.
• Ability to meet deadlines and perform effectively under pressure.
• Strong computer literacy with proficiency in Microsoft Excel, Word, Outlook, and PowerPoint is required. Knowledge of Opera, Passkey, SharePoint, and PMS systems is an asset.
• Contract literacy and CRM database management experience preferred.
• Genuine passion for hospitality, luxury travel, and delivering exceptional service.

Additional Information

All your information will be kept confidential according to EEO guidelines.

Our commitment to Diversity & Inclusion:

We are an inclusive company, and our ambition is to attract, recruit and promote diverse talent.

We are an equal opportunity employer. All offers contingent on background check and E-Verify.

Do what you love, care for the world, dare to challenge the status quo! #BELIMITLESS