Job Description

Sales Coordinator (Htel Swexan)

Harwood Hospitality Group, Dallas' premier Hospitality owner-operator, introduces its most complete expression of a multi-generational vision in Harwood District's first hotel, Htel Swexan.

The Hotel is a new destination, with an uncompromising mission that values experience above all. It is a place like no other that draws inspirations from the world's greatest cities New York, London, Paris together in one location to create something completely new. Local expertise with an international influence. Classic and contemporary, the hotel is a twist on conventions.

Part collection, part creativity, and always elegant. Guests stay to get lost in culture and conversation. The Hotel is a world of its own, a meeting place, a hideaway, a stomping ground. For celebration or solitude.

Designed with all generations in mind, Harwood District's hotel plays host to an eclectic mix of personalities. It is a timeless setting where locals mix with out-of-towners and old souls encounter the young at heart.

Intimate, immersive, and transportive. Htel Swexan has a surprise around every corner. Forget, for a second, where you came from, and leave with a memory that keeps you coming back.

Sales & Lead Management

• Manage all incoming leads across all segments group, catering, outlet, wedding, and social ensuring leads are assigned three times daily to maintain prompt follow-up and balanced workload across the team.
• Answer and field all incoming sales calls and leads; pre-screen each inquiry using the Incoming Lead Questionnaire to confirm details, qualify potential business, and determine the appropriate next steps.
• Build out qualified corporate group inquiries in Delphi as bookings, ensuring each is coded correctly, complete with trace notes, and entered with all relevant client information.
• Receive signed contracts from Sales Managers, cross-reference against Delphi for accuracy (rates, dates, concessions, deposits, etc.), and upload finalized contracts into Delphi following the established checklist.
• Administer the internal turnover email for each confirmed booking, ensuring all details are communicated clearly to the Event Service Manager and corresponding departments.
• Enter all trace tasks in Delphi for the assigned Event Service Manager to initiate post-contract communication and planning with the client.
• Maintain accurate and organized Delphi records, including all trace notes, client communication logs, and file attachments.
• Prepare, edit, and format proposals, contracts, and Banquet Event Orders (BEOs) as directed by Sales Managers.
• Support with account creation and updates in Cendyn CRM, ensuring data accuracy and alignment with brand standards.

Client Communication & Support

• Serve as a secondary client contact during the pre-contract and pre-event phases, providing timely, professional, and brand-aligned communication.
• Coordinate and schedule site tours, pre-conference meetings, and internal event review meetings.
• Coordinate all site visit preparations, including ensuring guest rooms and meeting spaces are inspection-ready, confirming a list of rooms to show, assembling VIP gift bags, and distributing site visit details to the internal team in advance.
• Maintain a polished and professional presentation standard for all client visits, ensuring the Swexan brand is represented at the highest level.
• Follow up with clients post-site visit to ensure satisfaction and assist with next steps as needed.

Event & Department Coordination

• Prepare and distribute daily and weekly reports, including lead activity, tentative/definite lists, and production updates.
• Maintain version control for all Banquet Event Orders (BEOs) and event documentation.
• Audit the BEO folder in the shared drive every Tuesday to ensure all BEOs are secured and finalized by 3:00 PM.
• Send recap emails by end of day Tuesday for any missing or incomplete BEOs to ensure the department is fully prepared for Wednesday morning print and distribution.
• Collaborate with Event Service Managers to ensure smooth turnover of confirmed events and timely internal communication.
• Track deposit schedules, payment due dates, and received deposits in coordination with Accounting and Sales Managers.
• Work closely with the Marketing Coordinator to coordinate and print menus or other branded materials as needed for site visits, events, and departmental use.
• Order and maintain office supplies for the Sales & Events team, ensuring an organized and efficient workspace.

Operational Support

• Support the Director of Sales with administrative projects, departmental reporting, and ongoing process improvements.
• Ensure all documentation including contracts, deposits, insurance certificates, and event resumes is collected, filed, and distributed according to hotel SOPs.
• Collaborate with Front Office, Banquets, Culinary, Reservations, and Revenue teams to ensure all event and group details are communicated clearly and accurately.
• Handle dining reservations for Business Travel (BT) clients
• Maintain all departmental templates, SOPs, and checklists for consistency and ease of use.

Reporting & Organization

• Generate lead source, pace, and production reports on a weekly and monthly basis.
• Audit Delphi and Cendyn data regularly for accuracy and completeness.
• Support preparation for Quarterly Business Reviews (QBRs) with revenue summaries and pacing insights.
• Track booking pace and assist in year-end and quarterly sales summaries.

Technology & Systems

Proficient in:

• Delphi / Amadeus (CRM & sales management)
• Cendyn (proposals, CRM database)
• Canary (contracts, credit card authorizations)
• Social Tables (event diagrams, BEO support)
• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• DocuSign / Adobe PDF (contract routing & digital signatures)

Culture & Brand Standards

• Uphold the Htel Swexan luxury service culture through polished communication, discretion, and attention to detail.
• Maintain confidentiality and professionalism in all client and business matters.
• Attend weekly sales meetings, pre-cons, and departmental huddles.
• Foster a collaborative and positive team environment, celebrating wins and supporting team success.

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