Sales Coordinator (Maternity Cover)

Fairmont La Hacienda will offer guests one of the most exclusive resorts in southern Spain.

Situated on the San Roque coast, in a unique and privileged enclave near Sotogrande, it features a luxurious 5-star hotel and branded residences, showcasing breathtaking sea views.

Guests at Fairmont La Hacienda will indulge in a luxury resort experience with access to pools, a spa, fitness facilities, a grand ballroom, and flexible meeting spaces.

Surrounded by two of southern Europe's most renowned golf courses, the hotel provides an exclusive retreat for golf enthusiasts, beach lovers, and discerning travelers. 

The Sales Coordinator is responsible for supporting the sales team with administrative and operational tasks. This role involves maintaining client relationships, managing correspondence, preparing reports, coordinating bookings, and assisting with sales strategies to help achieve the hotel’s revenue goals.

The person in this position must be proactive, have excellent interpersonal skills, and possess a strong understanding of the hospitality industry to provide exceptional support to both clients and internal teams.

Responsibilities

Sales Support:

• Provide administrative support to the sales team, including preparing quotes, proposals, and contracts for clients when necessary.
• Assist in the preparation and execution of sales presentations in coordination with the Marketing department and client proposals.
• Manage and follow up on leads and client inquiries to ensure timely follow-up and conversion.
• Maintain accurate and up-to-date records of sales activities, including calls, meetings, and sales reports.

Client Relationship Management:

• Assist in managing existing client relationships by providing follow-up communication and maintaining customer satisfaction.
• Respond promptly to client requests, inquiries, and bookings when required.
• Coordinate site visits, meetings, and events for prospective and existing clients when necessary.
• Monitor client feedback and escalate any concerns or issues to the Sales Manager for resolution.

Booking Coordination:

• Coordinate room blocks, group reservations, and meeting/event bookings.
• Provide support in reviewing and finalizing group billing in coordination with the Groups and Events Manager, adhering to the terms and conditions of the group contract.
• Ensure proper communication and coordination with the hotel’s operational departments (e.g., front desk, catering, housekeeping) to meet client requirements and event details.
• Ensure that booking systems are updated and accurate regarding reservations and sales activities.

Sales Reporting and Administration:

• Assist in preparing and generating regular sales reports, including performance metrics and target progress.
• Track leads, bookings, and cancellations and ensure they are entered into the property management system (PMS) or CRM software.
• Collect data for sales forecasts, market trends, and competitor analysis.
• Help organize and maintain the sales database, ensuring accurate and accessible information for the team.

Marketing and Promotion Support:

• Coordinate and support marketing initiatives and campaigns to promote the hotel’s services.

Customer Service and Communication:

• Serve as a point of contact for clients and internal departments, ensuring timely and effective communication.
• Respond to client inquiries via phone, email, or in person with excellent customer service.
• Assist in handling any client complaints or concerns and liaise with the sales team to resolve them.

Administrative Tasks:

• Schedule appointments, meetings, and follow-ups for the sales team.
• Prepare and manage travel arrangements for sales staff when necessary.
• Organize and maintain sales documentation, files, and correspondence for easy retrieval.

Other Duties:

• Perform other tasks or duties as required by the Sales Manager or Director of Sales.
• Stay up to date on the hotel’s amenities, services, and market trends to better assist clients.
• Contribute to team efforts to achieve sales goals and improve overall performance.

• Minimum of 1–2 years of experience in a sales or administrative role preferred, ideally within the hospitality or luxury hotel industry.
• Experience with hotel reservation systems, CRM software, or sales tools is beneficial but not required.
• Fluency in Spanish is required; additional proficiency in English is preferred. Knowledge of additional languages will be considered an advantage.
• Strong organizational and multitasking skills.
• Excellent communication skills, both verbal and written.
• Strong attention to detail and the ability to work under pressure to meet deadlines.
• Customer-focused, with the ability to manage multiple client relationships simultaneously.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint) and familiarity with sales software.
• Team-oriented with a positive attitude and a collaborative mindset.
• Ability to handle confidential and sensitive information with discretion.

What is in it for you:

• Competitive Salary and Benefits
• Discounted hotel rooms and food and beverage rates to employees at our sister properties around the globe.
• We provide learning programs through our Academies to promote growth and development so that you can perform at your full potential.
• Opportunity to develop your talent and grow within your property and across the world!