Sales Coordinator in Billings, Montana at Generation Hospitality

About Generation Hospitality

As a recognized leader in the hospitality industry, Generation Hospitality Group brings unparalleled expertise in marketing, sales, operations and revenue management.

The Sales Coordinator is an entry-level administrative role designed to support the on-property Director of Sales and Sales Team. This position plays a critical part in driving overall sales performance by managing day-to-day administrative responsibilities, ensuring accuracy, organization, and timely execution of sales processes.

This role is not responsible for proactive selling or direct revenue generation, but instead enables the sales team to focus on high-value activities by handling contracts, group logistics, reporting, and client coordination.

· Prepare and distribute group contracts, proposals, and agreements using approved templates

· Maintain accurate and up-to-date files for all group and corporate business

· Complete and manage rooming lists, reservations, and group block details

· Track group pickup, cut-off dates, and key milestones

· Assist with data entry and CRM updates (Delphi, Salesforce, or similar systems)

· Schedule appointments, site tours, and meetings for the Director of Sales and team

· Serve as a point of contact for client logistics and administrative inquiries

· Coordinate communication between sales, front office, and operations teams

· Ensure all departments are informed of group details, special requests, and event needs

· Assist with on-property execution of meetings, group stays, and small events

· Prepare Banquet Event Orders (BEOs) and internal event documentation

· Confirm event details with clients and internal teams prior to arrival

· Help facilitate smooth transitions from sales to operations

· Generate weekly, monthly, and ad hoc sales reports

· Track lead activity, bookings, cancellations, and production metrics

· Maintain organized digital and physical filing systems

· Support audit and compliance requirements for contracts and documentation

· Manage incoming emails, calls, and inquiries as directed

· Prepare presentations, sales materials, and collateral

· Assist with marketing initiatives and database management as needed

· Support additional administrative projects as assigned by leadership

· High school diploma or equivalent (Associate or Bachelor’s degree preferred)

· Strong organizational and time management skills

· High attention to detail and accuracy

· Proficiency in Microsoft Office (Word, Excel, Outlook)

· Strong written and verbal communication skills

· Ability to multitask in a fast-paced environment

· Previous administrative, hospitality, or customer service experience

· Familiarity with hotel PMS/CRM systems (e.g., Opera, Delphi)

· Basic understanding of hotel operations and group business

· Organization & Detail Orientation – Ensures accuracy across contracts, rooming lists, and reporting

· Communication – Clear, professional, and timely coordination with clients and internal teams

· Execution Focus – Manages multiple tasks efficiently and meets deadlines consistently

· Team Support – Proactively identifies ways to reduce administrative burden for sales leaders

· Problem Solving – Addresses logistical issues quickly and effectively

· Accuracy and timeliness of contracts and documentation

· On-time completion of rooming lists and group setup

· Responsiveness to internal and external requests

· Organization and cleanliness of sales systems/files

· Support effectiveness as measured by Director of Sales productivity