Sales Coordinator na Salamander Resort & Spa

Sales Coordinator – Salamander Resort & Spa, Middleburg, VA

About Salamander Middleburg:
Salamander Middleburg is a Forbes Five-Star and AAA Five-Diamond luxury resort located in the heart of Virginia’s horse and wine country. We offer exceptional opportunities for professional growth, training, and advancement within our expanding luxury hospitality portfolio. Join a team where your entrepreneurial spirit and dedication to excellence can shine.

Position Summary:
We are seeking a full-time, on-site Sales Coordinator to join our award-winning Sales department. This role reports directly to the Director of Sales and Marketing and works closely with senior Sales Managers. The Sales Coordinator provides vital administrative and operational support to the Sales, Catering, and Conference Services teams, assists in managing group and catering leads, supports VIP experience, and ensures the efficiency of day-to-day operations across the Sales office.

Responsibilities:

• Provide comprehensive administrative support to the Sales, Catering, and Conference Services teams, including calendar management, meeting coordination, travel arrangements, and general correspondence.
• Maintain organized filing systems and handle clerical tasks such as typing, copying, and taking meeting minutes.
• Manage RFP partnership platforms by updating content, reviewing incoming RFPs, and assigning leads to the appropriate Sales and Catering Managers.
• Maintain and update Delphi and Salesforce CRM systems, ensuring accurate data entry, proposal tracking, and revenue reporting.
• Audit and process group contracts, addendums, and cancellations; complete turnover checklists and ensure accurate documentation for Conference Services and Accounting.
• Support VIP guest experiences by coordinating room requests, amenity cards, and in-room dining orders, as well as assisting with welcome letters and arrivals on behalf of leadership.
• Process departmental invoices, purchase orders, and expense reports; monitor budgets and maintain office supply inventories.
• Generate booking and performance reports through Delphi and prepare executive-level presentations and summaries for leadership.
• Coordinate meetings and internal communications, prepare materials, track action items, and support cross-departmental collaboration.
• Serve as a point of contact for various off-site Middleburg events, managing logistics and RSVPs for the Sales team.
• Facilitate onboarding schedules for new hires and prepare internal materials such as Salamander Residence packets and departmental reference documents.
• Complete special projects and provide additional support as assigned to ensure smooth sales operations and exceptional client service.

Qualifications:

• High school diploma or GED required; associate or bachelor’s degree preferred.
• Minimum one year of administrative experience, preferably in hospitality or supporting multiple senior-level managers.
• Attention to detail and strong organizational skills.
• Ability to work well both independently and as part of a team.
• Previous experience in a luxury hospitality or resort setting is a plus.
• Strong phone skills and ability to manage multiple tasks in a fast-paced environment.
• Proficiency in Microsoft Office Suite and SharePoint.
• Experience with Delphi and Salesforce CRM preferred.

Benefits:

• Health, dental, and vision insurance
• 401(k) plan with company match
• Employee discounts on hotel stays, dining, and more
• Opportunities for career development in a collaborative, supportive environment

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