The Meritage Resort & Spa, Napa, California, United States of America Job Description Posted Monday, August 11, 2025 at 7:00 AM Position Summary The Sales Office Coordinator supports the Sales and Marketing team with administrative and operational tasks to ensure smooth daily operations. Responsibilities include handling correspondence, managing documentation, coordinating group leads and reservations, and assisting with special events and reporting. This role requires a strong commitment to guest satisfaction, attention to detail, and a proactive approach to supporting sales initiatives. Greet and assist guests and callers in a courteous, professional manner. Provide information about hotel services, amenities, and local attractions. Route calls and messages to appropriate departments or team members. Administrative Support Manage routine office functions including filing, photocopying, mail distribution, and emails. Prepare and assemble sales materials such as proposals, contracts, and reports. Assist with press releases or promotional materials when needed. Assist with lead distribution, reservations coordination, and VIP arrangements. Help gather market intelligence and competitor data. Maintain sales and reservation data in the system and generate standard reports. Customer Service & Conflict Resolution Address guest issues with professionalism and escalate concerns when needed. Communicate cross-departmentally to ensure guest and team needs are met. Maintain composure during high-pressure or high-volume situations. Safety & Compliance Follow hotel safety procedures and report any safety issues. Use personal protective equipment (PPE) when required. Comply with the hotels HAZMAT program and MSDS documentation. Additional Responsibilities Collaborate with the Front Desk and Reservations to ensure group data accuracy. Attend required meetings (e.g., weekly sales, event resume meetings). Participate in training and cross-training as assigned. Notify management of maintenance or safety issues. Note: This description is not exhaustive. Duties may be modified to meet business needs. Qualifications Education & Experience 12 years of customer service experience; hotel or hospitality experience preferred. Excellent communication and interpersonal skills. Proficient in Microsoft Office (Outlook, Word, Excel); Delphi FDC experience a plus. Ability to handle multiple tasks and maintain accuracy under pressure. Strong problem-solving skills and ability to work independently and as part of a team. Must be fluent in English (verbal and written). Work Requirements Must be flexible to work various shifts, including holidays and weekends. Must maintain a clean and professional appearance. Regular and punctual attendance is required. Physical & Work Environment Requirements Regularly sits, stands, walks, and uses hands to operate office equipment. Occasionally lifts or moves up to 25 lbs. Requires visual acuity for reading and data entry. Exposed to standard office conditions with moderate noise. Occasional exposure to perfumes, odors, and dust. The Meritage Resort & Spa, Napa, California, United States of America #J-18808-Ljbffr