Hotel Carmichael- Sales Coordinator

Hotel Carmichael, 1 Carmichael Square, Carmel, Indiana, United States of America

Job Description
Posted Thursday, May 14, 2026 at 4:00 AM

Why Work at Hotel Carmichael?

At Hotel Carmichael, Autograph Collection , we set the stage for luxury, artistry, and world-class hospitality in Carmel’s vibrant city center. Featuring 122 elegantly appointed guest rooms, the stunning Feinstein’s Cabaret, and the upscale dining experience of Vivante, our hotel is a destination for refined comfort and unforgettable experiences. Curators at Hotel Carmichael are part of a passionate, service-driven team, bringing elegance, culture, and personalized hospitality to every guest.

DEPARTMENT: Sales and Marketing REPORTS TO: Director of Sales & Marketing STATUS : Non- Exempt

PRIMARY JOB DUTIES :

Assists the Sales Department withmaintaininggroup business by the following:

Build group room blocks in Opera and MARSHA

Enter group room lists.

Enter individual reservations as needed.

Ensures billing information on all reservations, groups and Master Accounts is set up correctly.

Send sales correspondence including rooming lists and Banquet Event Orders to customers asrequested.

Responds to customer requests as directed.

Utilizes SFA correctlyto ensure accurate tracking, booking, and follow-up on all accounts.

Maintains Data Quality Index standards in SFA.

Entry of client/account information into SFA.

Creates and distributes proposals, resumes, agreements, and Banquet Event Orders as requested .

Develops catering and banquet sales tools.

Creates menus directed by Catering Staff.

ng and banquet services.

Meets with clients for additional walkthroughs to finalize event details.

Assists with all site preparation and support.

On-site the day of event coordinating to ensure execution is on schedule,maintainingcontact with the client throughout and coordinating with vendors. Must be available to clients for any last-minute needs.

Liaises with other departments to help ensure clients’ needs are met or exceeded.

Actively participates in weekly BEO meetings with the Banquet Team.

Informs culinary and operating departments of any changes, additions or deletions to assigned groups' functions plans.

Provides event recaps and operation,salesand production suggestions to the VAST management team.

Discusses the client/group’s plans for future events, encouraging re-booking.

Performs any other duties set by the Director of Sales & Catering and/or Director of Operations.

Provides an exceptional level of service. RepresentsVAST in a courteous, efficient, and friendly manner in all client and company interactions.

Additional tasks and responsibilities may be assigned at the discretion of the manager. Furthermore, task s and responsibilities may be added or revised based on the volume of business and the need for the work to be completed at the present time .

KNOWLEDGE, SKILLS AND ABILITIES:

College diploma, preferably Hospitality program .

2 years’ experience, preferably at properties of similar size and quality (most notably four or five star/diamond property) .

Delphi experience preferred .

A true desire to satisfy the needs of others in a fast‑paced environment .

Refined listening, verbal and written communication skills .

Must be proficient in general computer knowledgeand MS Office .

Able to take initiativewith exceptional energy, flexibility, and professionalism .

Extremely detail oriented and organized .

Ability to as build and maintain positiverelationships .

Ability to work collaboratively with all individuals on the team .

Must be well‑groomed, meet the professional dress code requirements, and be able to deal with associates and guests courteously and efficiently.

Must be able to obtain a valid Oklahoma State ABLE License .

Able to work extended workweeks , including weekends or holidays, to accommodate a client's needs as well as any functions.

PHYSICAL DEMANDS:

Ability to stand, walk, and move throughout the property for extended periods.

Ability to use computers, phones, and standard office equipment.

This job description is not intended to create a contract of employment. Employment with the Company is at‑will and may be terminated by either the employee or the Company at any time, with or without cause or notice, in accordance with applicable law.

Hotel Carmichael, 1 Carmichael Square, Carmel, Indiana, United States of America

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