Sales Coordinator Job at Four Seasons (Calistoga)

Sales Coordinator

Four Seasons

Location:
United States of America , Calistoga

Category:
Sales

Contract Type:
Not provided

Salary:

29.24 USD / Hour

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Job Description:

This role is responsible for providing administrative support primarily for sales managers: Group Sales Managers, in addition Director(s), while being familiar with all aspects of the sales, catering and conference services planning process. Assist in the organizing of Travel Industry needs and act as a liaison with the resort’s ResComm/Reservations and Worldwide Reservations Operations (WRO) Call Diversion team members in conjunction with the Commercial Director. Provide back up support to the Sales Managers and the entire commercial and marketing team, in particular in the absence of another Administrative Assistant. In addition, have a strong working knowledge of essential systems; Golden Sales and Catering (Delphi.FDC), MeetingBroker, RFP tools, Opera and Sales Resource. This role has the responsibility to constantly strive to improve sales operations, maintain our integrity and initiate ways to automate the sales and catering department’s daily processes. This is a on property-based role, offering the opportunity to work directly with our team and guests.

Job Responsibility:

Receive and respond to incoming telephone calls in accordance with Four Seasons Standards and assist with overflow calls for Sales & Marketing, Food & Beverage, and Executive Office
Prepare accurate written correspondence including letters, contracts, reports, and e-mails using MS Office/Outlook, Opera, and Golden Sales and Catering
Type correspondence, reports, composition of letters, and memorandums
open, examine, sort, incoming mail and when appropriate gather information necessary for response
take and distribute departmental and divisional meeting minutes
Maintain Golden Sales and Catering accounts, including traces, creating and updating bookings, manipulating events in the function diary and the preparation of Banquet Event Orders (BEO), and resumes if needed
Coordinate with ResComm and WRO to support Travel Industry Sales Manager with reservations needs
Access and utilize the preferred partner database to keep abreast of current agencies and agents
Use BI – Advisory ID and Hotel Sales Desk for tracking preferred partner production, and all manager production
Assist with BEO, resume and site form creation and distribution
Assist with menu creation and distribution
Complete distribution of Sales and Catering correspondence to the resort operating departments as required. Examples: Amenity Cards, Preferred Partner Letters, and Resumes
Maintain the various Sales and Catering/Conference Services file systems, both electronic and paper, including Account Files, Program Evaluation Database, Master binders for BEO and Resumes
Maintain a working knowledge of Golden Sales and Catering System and help group sales and meetings advantage mangers input data correctly
Managed RFP tool and is part of the lead catching team
Maintain files, schedules, and calendars for management members of the Sales and Marketing Division
coordinate, set and confirm interviews and appointments
Assist in completing special projects which may include mailings, competitive surveys, or other assigned duties
maintain and order office supplies
Maintain policy and standard manuals
update and distribute as necessary
Operate a variety of office equipment/resources, including but not limited to laser printers, multi-function copy machines, fax machines, and bindery machine
Comply with Four Seasons standards for sales and marketing, while working harmoniously and professionally with team members
Comply with Four Seasons Category One and Two Work Rules and Standards of Conduct as set forth in EmPact

Requirements:

College education preferred
Previous administrative experience within a resort/hotel, highly desirable. Open to other relevant experience
Knowledge of Microsoft Office Programs: Word, Excel, PowerPoint, etc.
Excellent reading, writing & oral proficiency in the English language
Good organizational skills, strong attention to detail, and ability to multitask
Required administrative responsibilities: typing, filing, faxing, and photocopying
Able to handle a large volume of telephone calls in an efficient and courteous manner
Proficient in MS Office Programs (Word, Excel, PowerPoint, Outlook), Internet, and Golden Sales and Catering
Work well under pressure, requires multitasking and being a team player
Ability to multitask in a high volume and demanding environment
Detail oriented, well developed organizational skills and a strategic thinker
Strong problem-solving skills, ability to handle difficult situations and guests
This position is not eligible for work sponsorship/visa. Candidates must possess valid US work authorization

What we offer:

Competitive Salary, wages, and a comprehensive benefits package
Cigna medical and dental benefit options
8 weeks of New Parental Leave Pay after one year of employment
Excellent Training and Development opportunities
Complimentary accommodations & employee discount for stays at other Four Seasons worldwide
Complimentary Employee Meals
401k Retirement Plans

Additional Information:

Job Posted:
March 20, 2026

Employment Type:

Fulltime

Work Type:

On-site work

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