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Sales and reservations coordinator

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Pyramid Global Hospitality

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Location:
United States , Santa Cruz

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Contract Type:
Employment contract

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Salary:

23.00 - 24.00 USD / Hour

Job Description:

This is a temporary maternity-leave coverage position with no guarantee of ongoing employment; however, there may be an opportunity for continued employment based on operational needs after the leave concludes in mid-September. We are looking for a highly engaging, customer focused individual to join our sales team as a Sales & Reservations Coordinator at Chaminade Resort & Spa. The successful candidate for this role will have a proven track record of providing exceptional service, is open to learning and leading by example, responds in a professional and courteous manner to guests and team, as well as being there to support the team both personally and professionally. The Sales & Reservations Coordinator will be primarily responsible supporting our Sales and Group Planning Teams and ensuring that they have the tools, supplies and resources that they need to deliver service that sets us apart. They are responsible for creating a positive guest interaction that will build the guests anticipation for their upcoming visit. They must also be knowledgeable on providing accurate information to our guests about the resort, and special events going on during their stay.

Job Responsibility:

  • Set up, manage, and maintain group room blocks in the property management system (Maestro)
  • Create and distribute group booking links and housing instructions to planners
  • Monitor pickup, cut-off dates, and attrition
  • proactively communicate risks or opportunities
  • Process rooming lists, special requests, VIPs, and billing instructions
  • Prepare and distribute group pickup reports and forecasts
  • Ensure accurate rate loading, room types, concessions, and contract compliance
  • Assist with group billing, deposits, and post-event reconciliation
  • Drive revenue and guest experience through excellence in reservations and room inventory management
  • Answer incoming phone calls/emails, qualify inquiries and deploy properly in a timely manner
  • Create weekly and monthly reports, including but not limited to lead tracking, reservations tracking
  • Assist in creating Contracts, Estimates, Banquet Event Orders and other forms of correspondence
  • Conduct site tours with prospective client/guests, facilitate special arrangements for VIP clients and guests
  • Answer general questions about the resort including events, amenities, activities, and processes/policies
  • Control the office supplies, sales collateral and ordering supplies when necessary
  • Routine auditing and updating of the sales system (Delphi)
  • Maintain organized files and documentation for all group programs
  • Conduct audits to ensure accuracy in reservations, revenue tracking, and comprehensive group record keeping
  • Other administrative support by request, including but not limited to additional activities that generally support resort operations or initiatives

Requirements:

  • 1 year of experience in hotel/resort reservations, group housing, or sales coordination
  • Strong attention to detail and organizational skills
  • Excellent written and verbal communication skills
  • Ability to manage deadlines and multiple programs simultaneously
  • Comfortable working cross-functionally in a fast-paced resort environment
  • Proficiency in Microsoft Office suite, particularly strong in Excel and Outlook
  • Customer-service mindset with proactive problem-solving instincts

Nice to have:

  • Proficiency with PMS (Maestro) and sales systems (Opera, Delphi FDC or similar)
  • Experience supporting group, conference, or incentive travel programs
What we offer:
  • Comprehensive health insurance
  • retirement plans
  • paid time off
  • on-site wellness programs
  • local discounts
  • employee rates on hotel stays
  • 401k with a company match
  • recognition programs

Additional Information:

Job Posted:
February 20, 2026

Employment Type:
Fulltime
Work Type:
On-site work
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