Sales and Marketing Coordinator

Property Westin Portland Harborview
Posted Date 2 weeks ago(5/6/2022 3:16 PM)
Sales & Marketing

Job Summary

The Sales & Marketing Coordinator is primarily responsible for supporting the Sales and Marketing Team by ensuring they have the tools, supplies, and resources they need to deliver exemplary service.




  • High School diploma and at least one year of experience as a coordinator.
  • Resourceful; able to think outside the box
  • Confident
  • Excellent telephone good interpersonal and organizational skills.
  • High energy motivated and dependable
  • Excellent communication skills both verbally and written
  • Average to above-average knowledge of all Microsoft software programs particularly Excel
  • Quick learner with good initiative and follow-through skills
  • Able to work independently to meet deadlines
  • Detail oriented
  • Good computer skills
  • Good eye for online design




  • Approaches all encounters with guests and associates in an attentive friendly courteous and service-oriented manner
  • Maintains regular attendance in compliance with Aimbridge Hospitality standards as required by scheduling which will vary according to the needs of the hotel
  • Possible weekends and Holidays based on business demands
  • Maintains high standards of personal appearance and grooming which include compliance with the Aimbridge Hospitality dress code and wearing name tag when working (per brand standards)
  • Complies at all times with Aimbridge Hospitality standards and regulations to encourage safe and efficient hotel operations
  • Maintains Sales files in an organized fashion and as per specified standards
  • Maintains Accounts Coverage Program as applicable
  • Demonstrates awareness of established goals for each department and the role played in Sales process to achieve and/or exceed these goals
  • Answers phones; qualifies incoming inquiry calls and ensures all inquiries are dealt with accurately timely and in a professional manner
  • Types sales contracts BEOs correspondence reports forms directs mail pieces etc. as needed by sales team
  • Maintains lead log and lead statistics to be used for strategic outbound sales
  • Maintains Sales system (i.e Delphi SalesPro etc.) docs and ensures consistent accurate and working properly
  • Assists managers on creative projects including proposals direct mail pieces invitations special events etc
  • Maintains timely and effective paper flow and communication within department and to other departments
  • Maintains flow of sales contracts through proper distribution to client team and to appropriate dept
  • Quotes prices for meeting inquiries and works with respective Sales leadership at the property (i.e
  • DOS Catering Manager) to handle small groups of less than 10 rooms and small meetings of less than 10 people
  • Works with Sales leadership to detail upcoming functions as needed obtain guarantees confirm arrangements etc
  • Distributes BEOs Changes Rooming Lists Signed Contracts Revisions etc
  • Assists guests and clients with small changes requests etc. and completes needed paperwork for Manager
  • Conducts site inspections for the department as needed
  • Enters group pickup in sales pro daily and enters preferred production in sales pro monthly
  • Maintains constant paper flow of thank you letters for groups/functions and distributes accordingly to departments and maintain in files
  • Monitors/Orders office supplies and sales collateral to ensure we are properly stocked at all times with full packets collateral supplies and promotional items
  • Calls clients for guarantee numbers for functions 72 hours prior creates/closes house accounts and completes AV order
  • Organizes in house deliveries amenities welcome letters transportation schedules etc. as needed
  • Assist with executing annual media plans
  • Coordinates and oversees ad website and collateral production
  • Manages Social Media
  • Participates in branding discussions and monitors brand cohesiveness through all marketing materials
  • Spearhead the brand identity for the hotel & outlets on social media
  • Conduct market research and identify opportunities/industry trends and ways to make revenue from them
  • Conduct analysis of customer research current market conditions
  • Helps with developing and implementing marketing plans and projects for new and existing projects
  • Aligns campaigns and materials to overall marketing strategy
  • Works with internal partners to define marketing plan scope and objectives
  • Develops marketing collateral and messaging
  • Drives consistency and brand awareness across regions and locations
  • Attends Sales Meetings and take minutes type and distribute accordingly
  • Others items as they relate to the Sales and Marketing effort of the hotel as well as any other items as needed by entire management staff
  • Any other duties as assigned by DOS specific to respective property


Property Details


The Westin Portland Harborview provides travelers a perfect vantage point to explore Maine's largest city. Originally opened in 1927 as the Eastland Park Hotel, this historic hotel has been immaculately restored. Visitors can take a short walk to discover the Old Port and some of the best restaurants, retail shops, museums and artistic venues in Maine. Guests will leave feeling better than when they arrived when they stay over in our plush rooms and suites. Each of the guest rooms feature a stunning view of downtown, the harbor or Casco Bay. Guests can enjoy a thoroughly satisfying night's sleep in a Westin Heavenly® Bed. They can re-energize in our state-of-the-art Westin WORKOUT® Fitness Studio or relax with a massage, manicure and more at Artné Spa. We offer on-site dining, including the timelessly chic Top of the East rooftop restaurant with panoramic views. Weddings and meetings thrive here with nearly 15,000 square feet of event space and a spectacular grand ballroom.


Company Overview

As the global leader in third-party hotel management, our growing portfolio represents over 1,550 hotels in 49 states and 22 countries, from top international lodging brands to luxury hotels, destination resorts and lifestyle hotels. Our associates around the globe are passionate about serving our guests and driving exceptional results, and thrive in a culture where everyone is inspired to be the best. Join a world of possibility with Aimbridge Hospitality.


After an initial waiting period, those hired into full time positions are eligible for a competitive benefits package that includes the following:

  • Now offering Daily Pay! Ask your Recruiter for more details
  • Medical, Dental, and Vision Coverage
  • Short-Term and Long-Term Disability Income
  • Term Life and AD&D Insurance
  • Paid Time Off
  • Employee Assistance Program
  • 401k Retirement Plan

Need help finding the right job?

We can recommend jobs specifically for you! Click here to get started.