Sales Coordinator

Sales Coordinator

The Sales Coordinator at Rivers Casino Pittsburgh is a key support role within the Sales Department, responsible for performing a wide range of clerical, administrative, and customer service tasks to ensure the smooth operation of guest, hotel, and event communications. This position handles inquiries, coordinates event details, manages reservations, and acts as a liaison between clients and internal teams. With a focus on professionalism and exceptional service, this role contributes to the overall success of the Sales Team and enhances the guest experience at Rivers Casino Pittsburgh.

Essential Duties and Responsibilities :

• Perform a variety of administrative tasks to support the Sales Team, including data entry, file management, and document preparation.
• Create and maintain accurate files for accounts, contracts, and BEOs using systems like Delphi, Microsoft Word, and Excel.
• Type correspondence, reports, contracts, and proposals as directed by the Sales Team.
• Respond to phone, email, and in-person inquiries regarding reservations, event details, and guest concerns.
• Gather client requirements and create detailed BEOs, proposals, and contracts for events.
• Coordinate with clients on deadlines for rooming lists, BEOs, contracts, and other event-related details.
• Follow up with past clients to ensure satisfaction and foster long-term relationships.
• Conduct site tours of the Casino, Event Center, and Hotel for prospective clients.
• Coordinate group and banquet / meeting business, ensuring all client needs and expectations are met or exceeded.
• Work with F&B, EVS, Stewarding, Marketing, Security, and Facilities to ensure smooth event execution.
• Manage group blocks, individual reservations, and conference space bookings in the Hotel PMS / Group Inventory Systems.
• Upsell menus and event packages to clients, collaborating with chefs and managers to review menus and accommodate special requests.
• Assist in creating marketing materials (e.g., signage, flyers, brochures, menus) in collaboration with the Marketing Department.
• Prepare sales kits and print event menus for sales calls, inquiries, and site tours.
• Act as a liaison between guests and various departments to resolve issues promptly and professionally.
• Handle guest complaints with or without management approval, ensuring a positive resolution.
• Create gift bags, specialized amenities, and VIP traces to enhance guest experiences.
• Assist managers with scheduling appointments, meetings, and travel arrangements.
• Attend daily, weekly, and monthly meetings, as well as off-property events, representing the company professionally.
• Work with the Director of Sales to set and monitor daily, weekly, monthly, quarterly, and annual goals for the role.
• Maintain a thorough understanding of hotel rates, discounts, promotions, and departmental procedures.
• Ensure compliance with company standards, safety protocols, and attendance guidelines.
• Keep office equipment and supplies stocked and functional.

Qualifications : (Knowledge, Skills, and Abilities) :

Physical Requirements :

The above duties and responsibilities are representative. Full job descriptions are available upon hire.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights notice from the Department of Labor.