Sales & Events Coordinator

Sales & Events Coordinator at La Samanna, A Belmond Hotel, Saint Martin

Description

As a Sales & Events Coordinator at La Samanna, A Belmond Hotel, Saint Martin, you’re part of a team that delivers exceptional, luxury guest experiences by seamlessly bringing groups and events to life. In this role, you will support the end-to-end coordination of events, from initial inquiry to flawless execution, by preparing proposals and contracts, assisting with event planning and logistics, coordinating site inspections and FAM trips, and collaborating closely with clients and internal teams to ensure every detail reflects the highest standards of service and excellence.

• Assist with managing group inquiries, proposals, contracts, and room block assignments.
• Prepare group contracts, rooming lists, and ensure accurate entry of all group details in the reservations and sales systems.
• Assist with administrative tasks, report preparations, presentations, and ad-hoc tasks as needed.
• Serve as a second point of contact for the clients, responding to emails and meeting and greets clients when managers are not available.
• Act as the primary internal coordinator for events and groups from confirmation through execution, supporting the Sales & Events Manager.
• Attend sales and event planning meetings and distribute finalized event details (BEOs, timelines, floor plans) to all relevant departments.
• Assist in preparing Banquet Event Orders (BEOs), event timelines, seating plans, and all supporting documentation.
• Coordinate event logistics, including audiovisual, catering, décor, staffing, and special requests.
• Communicate with external vendors and partners as needed to secure services and uphold standards of luxury delivery.
• Support the Events Manager with administrative tasks and any additional ad-hoc support required, including setting up venues and assistance to the banquet team.
• Provide excellent client service by responding to inquiries, clarifying event specifications, and maintaining regular communication with clients pre-event in coordination with managers.
• Conduct site inspections and walkthroughs as required, building strong relationships with clients and understanding event goals.
• Act as a polished and professional presence on event days to ensure flawless execution and immediate resolution of any service issues.
• Ensure all internal teams (F&B, Reservations, Front Office, Housekeeping, Engineering, Concierge, Security) are fully informed of event requirements and timelines.
• Distribute event documentation in advance and work closely with departments to confirm operational readiness.
• Attend coordination meetings leading up to events to troubleshoot details and confirm responsibilities.
• Maintain accurate records of event details, correspondence, invoicing, and post-event reports.
• Support reporting needs to monitor group revenue contributions, inventory pick-up, and event success metrics.
• Assist with ad-hoc projects for the Group Sales and Events teams as required.

Requirements

• Minimum 2–4 years’ experience in hospitality, group reservations, event coordination, or related roles – luxury hotel experience preferred.
• Experience handling group blocks, BEO creation, and multi‑department coordination in a hotel environment.
• Strong client service skills and professional communication.
• Excellent organizational skills and ability to manage multiple priorities simultaneously.
• Proficiency in Microsoft Office (Word, Excel) and event/reservations software.
• Attention to detail and a proactive, solutions‑oriented mindset.

Benefits

• Competitive salaries and comprehensive health insurance plans.
• Discover Belmond Programme which includes complimentary and preferred rate experiences at our iconic destinations.
• Flight allowance for expatriates.
• Housing allowance for expatriates.
• Temporary contract as soon as possible; possibility of permanent contract starting for season 26‑27.
• Commitment to ongoing development and learning opportunities.