Sales+Events Coordinator

Sales & Event Coordinator

Thompson Houston is now recruiting a Sales & Event Coordinator to join the hotel's Sales Events team. Set in a soaring 36-story skyscraper, Thompson Houston The Residences at the Allen is the city's newest and most fashionable landmark. This architectural marvel sets a stylish scene for influential locals, seasoned globetrotters, and cultural tastemakers to meet and connect, luxuriate, and celebrate. The hotel's coveted location in verdant Buffalo Bayou Park centers the property as a veritable oasis within the city. This luxury oasis boasts 172 luxury guestrooms, including 34 breathtaking suites, and a private collection of 100 residences. Unmatched amenities include a full-service spa, a well-equipped fitness center, several destination restaurants, an expansive one-acre pool deck, and over 17,000 square feet of flexible meeting and event spaces. As a Thompson Houston colleague, you will enjoy the following benefits :

Free room nights, Discounted and Friends & Family Room Rates Medical, Dental and Vision Insurance with only 30-day waiting period! 401K with company match Free parking Generous Paid Time Off Paid Family Bonding Time and Adoption Assistance Tuition Reimbursement Employee Stock Purchase Plan Discounts at various retailers Apple, AT&T, Verizon, Headspace and many more

Job Description

At Thompson Houston we believe our guests select the Thompson brand because of our caring and attentive associates who are focused on providing authentic hospitality and meaningful experiences to each and every guest. Thompson Houston is a place where high expectations aren't just met-they're exceeded. It's a place of outstanding rewards, where talent opens doors to exciting challenges in the hospitality industry. Discover your place to shine in our warm, respectful, and inclusive culture. The Sales & Event Coordinator is a key support role within the Sales, Marketing Events Team. This position requires a highly motivated individual who thrives in a fast-paced environment, is eager and ready to take on additional responsibilities and demonstrates a proactive, can-do attitude. This position is responsible for providing administrative support to a high-producing, passionate team of Sales and Event Managers and Directors. The ideal candidate has a friendly demeanor, the ability to learn new computer programs, and can multitask and complete projects in a timely manner. This person should demonstrate exceptional customer service and problem-solving skills.

Responsibilities & Duties Include :

• Develop a thorough understanding of hotel operations, services, and policies.
• Maintain the professionalism, visibility and integrity of the Sales, Marketing Events Department.
• Accurately respond and manage leads, RFPs, meeting planner questions and reservation inquiries.
• Confidently communicate with clients on behalf of Sales and Event Managers and provide timely updates.
• Support the coordination and communication of Event Orders (EOs) and ensure all updates are accurately entered in Envision.
• Collect and confirm final head counts and event details from clients and verify that all event payments and final balances are received 10-business days prior to event execution and update Envision accordingly.
• Monitor Envision to maintain accurate financial tracking, including deposits, final payments, and reconciliation. Track all communication, contracts, and updates in Envision. Collaborate with accounting to ensure timely posting of deposits, final payments, and commission tracking.
• Organize and maintain the event order binder and the resume binder.
• Coordinate event needs with food and beverage and operations departments to ensure flawless event execution.
• Prepare and customize proposals, contracts, site alerts and other sales documents.
• Ensure all sales collateral is current, organized, and adequately stocked.
• Oversee the ordering and inventory of sales amenities and office supplies.
• Support the coordination and delivery of welcome amenities and handwritten notecards.
• Adhere to sales and event contracts for key due dates and contracted minimums.
• Assist in detailing and communicating Event Orders (EOs), floorplans, and timeline coordination with clients and internal departments.
• Greet clients and assist with conducting site tours, client visits, and on-property events as needed.
• Manage and track group room blocks, including rooming lists, individual call-in reservations, and online booking links with the Reservations team.
• Communicate upcoming group and event details with all departments in a timely manner.
• Responsible for overseeing deposit collection, financial reconciliation, commission tracking, and invoicing.
• Assist and collaborate with the Sales, Marketing, and Events team to enhance team productivity.
• Assist in the preparation of travel, tradeshows, and client site visits.
• Manage key reporting tasks such as revenue tracking, lead logs, expense reports, and data analysis to support departmental month-end reporting.
• Responsible for the turnover process for Group and Catering contracts, ensuring all steps are completed using a formal turnover checklist.
• Provide consistent and proactive support and communication to the Sales, Marketing, and Events Team, maintaining a collaborative and team-first, service-oriented mindset.
• Perform any other duties as requested by the Director of Sales or Director of Catering

Qualifications :

A genuine desire and passion for delivering exceptional service and exceeding guest expectations in a dynamic, fast-paced environment. Excellent verbal and written communication skills with a professional and articulate demeanor. Proficient knowledge in Microsoft Office and other computer applications. Experience with Envision Sales, Social Tables, and Opera is preferred. Highly organized and detail-oriented, with strong analytical and interpersonal skills. Proven ability to problem-solve, prioritize tasks and deadlines, and manage time effectively. Requires full flexibility with the ability to work weekends, nights, and / or holidays. A minimum of two years of experience in hotels or events is preferred. Bachelor's degree is preferred. Demonstrated knowledge and experience of event processes regarding food and beverage service, menu planning, set-up and pricing. Requires ability to investigate and analyze activities and / or information involving readily available data and indicating logical conclusions and recommendations.

Our Values :

Empathy | Integrity | Respect | Inclusion | Experimentation | Wellbeing

Primary Location : US-TX-Houston

Organization : Thompson Houston

Pay Basis : Hourly

Job Level : Full-time

Job : Administrative

Req ID : HOU003308

Hyatt is an equal employment opportunity and affirmative action employer. We do not discriminate on the basis of race, color, gender, gender identity, sexual orientation, marital status, pregnancy, national origin, ancestry, age, religion, disability, veteran status, genetic information, citizenship status or any other group protected by law.