Events and Office Coordinator

Courtyard Coconut Grove, Miami 33133 

JOB OVERVIEW: The Sales & Office Coordinator is a hybrid role that combines support responsibilities in sales and events with supervisory oversight of hotel operations. This position ensures seamless assistance to the Sales and Catering team while also supporting and overseeing daily operations across multiple departments, including Events, Food & Beverage, Front Desk, and Administrative Services. The coordinator must be detail-oriented, proactive, and flexible—able to manage client communication and event administration while guiding operational teams to deliver service excellence and achieve hotel goals.

ESSENTIAL JOB FUNCTIONS:

Sales & Event Coordination:

• Serve as a first point of contact for incoming sales inquiries; respond promptly and professionally to clients and partners.
• Support Sales and Catering with room blocks, reports, group resumes, BEOs, billing details, and client communications.
• Assist with pre-event, main event, and post-event stages, ensuring smooth execution and client satisfaction.
• Develop knowledge of hotel products, services, function space, F&B offerings, and AV to support sales and event success.
• Utilize digital sales and hotel systems (Delphi, CI/TY, PMS, POS) to maintain accurate records and reporting.
• Participate in site tours, client meetings, and sales activities to help achieve revenue goals.

Operational Oversight & Support:

• Coordinate and assist with daily operations in the front desk, F&B outlets, events, and administrative areas as scheduled or assigned.
• This Hybrid role with be scheduled to cover is all operations of the hotel from events coordinator to operational department supervisor role to ensure shifts are covered and maximum priority assigned to the guest experience.

Job Functions to include:

• Coverage of Front Desk Shifts
• Coverage of Bistro Shifts
• Coverage of Housekeeping Supervisor Shifts
• Coverage of Banquet Setup and Execution Shifts
• Administrative tasks as assigned
• Support departmental compliance with hotel policies, standards, and procedures.
• Provide supervisory guidance when needed, helping staff resolve issues and maintain accountability.
• Collaborate with the events team to ensure successful execution of meetings, banquets, and special events.
• Monitor event setup, service, and breakdown; step in to provide hands-on support when necessary.
• Assist with scheduling, payroll coordination, reporting, recruitment, and onboarding as assigned. 

Guest Service & Satisfaction:

• Respond to and resolve guest inquiries and concerns promptly and effectively.
• Ensure consistent delivery of high-quality guest service across sales and operational touchpoints.
• Assist with VIP, group, and event-related guest services.
• Follows safety and security procedures and rules.
• Comply with attendance rules and be available to work on a regular basis.
• Carry out any reasonable request by management that is capable of being performed.

 Required Qualifications:

- Proven experience in event planning, coordination, or a related field.
- Exceptional organizational skills with an eye for detail and the ability to multitask effectively.
- Strong communication and interpersonal skills, with the ability to build and maintain positive client relationships.
- Proficiency in Microsoft Office Suite and event management software.
- Ability to work flexible hours, including evenings and weekends, to accommodate event schedules.
- High level of professionalism and a customer-centric attitude.

Join our team at Courtyard Coconut Grove, where your passion for hospitality and exceptional organizational skills will contribute to creating unforgettable experiences for our guests. We offer a supportive work environment, opportunities for professional growth, and a chance to be part of a globally recognized hospitality brand.

We look forward to welcoming a new member to our team who shares our commitment to excellence in hospitality.