Sales & Events Coordinator - Oia, Santorini

Santo Collection Resorts & Villas, a collection of sustainable and luxury hotels in Oia of Santorini and member of the award-winning Metaxa Hospitality Group invites you to join its team. Santo Collection Resorts & Villas is looking for full year employment:

Sales & Events Coordinator

Position Summary:

We are seeking a proactive and highly organized Sales & Events Coordinator to join our Commercial team. In this dynamic role, you will play a vital part in ensuring the seamless coordination of sales tasks at hotel level and the flawless planning and execution of Weddings & Events hosted at the property. Reporting to the Commercial Manager, you will act as a central liaison between the Sales Cluster Office, hotel departments, clients, and partners to deliver exceptional guest experiences. This position combines sales support with event operations coordination, requiring strong communication skills, impeccable organizational abilities, and a passion for delivering unforgettable guest experiences.

Key Responsibilities:

Sales Coordination:

• Organize and conduct site inspections with prospective clients and provide detailed follow-ups, including professional outcome reports.


• Prepare F&B quotation in collaboration with Hotel Operation team to respond to client requests and communicate them to the respective manager for follow-up.


• Assist the sales team in managing client relationships, preparing proposals, and responding to inquiries.


• Maintain accurate and up-to-date client records, including contracts and agreements.


• Support the creation and implementation of online promotions and offers in collaboration with the Commercial team.


• Update the hotel’s content online and offline (hotel website, OTAs, Tour Operators, etc.).


• Conduct market analysis to identify trends, competitors, and growth opportunities as required by the department.


• Ensure the availability of sales kits for client visits and other promotional needs.


• Manage familiarization trips in line with business needs.


• Develop and maintain a database of potential leads, ensuring a robust pipeline of prospects for weddings, meetings, and events.


• Support Commercial, Sales & Marketing team on any other tasks needed.

Event Operations Coordination:

• Collaborate closely with clients to understand their vision for weddings, meetings, and events, translating ideas into actionable plans.


• Follow up with the sales team to obtain or confirm event-related information promptly and accurately.


• Provide operational and administrative support to ensure events align with both client and hotel objectives.


• Proactively identify opportunities to upsell additional hotel services during event planning, such as spa packages, upgraded accommodations, or premium F&B options.


• Prepare Banquet Event Orders (BEOs) and distribute them in a timely fashion to all relevant departments.


• Coordinate with hotel departments (F&B, kitchen, operations) to ensure all event logistics, catering, and room setups are executed flawlessly.


• Communicate with external vendors (decorators, florists, photographers) to align on event requirements and timelines.


• Oversee on-site event execution, addressing any last-minute changes or challenges to ensure client satisfaction.


• Work closely with the Hotel and F&B Manager to ensure events are cost-effective and meet client expectations.


• Tour, inspect, and monitor event venues to ensure readiness.


• Ensure client feedback is communicated to relevant departments for continuous improvement.

Communication, Administrative and Operational Support:

• Draft and manage professional correspondence, including proposals, forms, inter-departmental documents, and post-event thank-you emails.


• Maintain updated and accurate reports for event space bookings, group revenue, and other metrics using Excel or similar tools.


• Facilitate clear and efficient communication between clients, sales teams, and hotel departments to ensure alignment on event-related expectations and details.


• Perform additional sales and event-related duties as assigned by the Commercial Manager.

Necessary Qualifications

• A bachelor’s degree in hospitality management, event planning, sales, business, or Administration.


• Previous experience in hotel sales, event planning, or customer service within the hospitality industry.


• Fluency in English with excellent written and verbal communication skills.


• Strong communication and listening skills.


• A team player with a customer-service orientation and problem-solving mindset.

Desirable Qualifications

• Proficiency in MS Office.


• Time management and Organizational skills.


• Experience working with multiple stakeholders, including internal teams and external partners.


• Flexibility and Adaptability.


• Creativity and attention to detail for event planning and execution.


• Knowledge of local wedding and event vendors is an advantage.

Benefits

• Career development in a fast-paced, growing work environment.


• Training opportunities.


• Staff housing.


• Daily meals during hotel operations.


• Full year job.


• Excellent working environment.


• Child Bonus and Wedding Bonus (if you marry or become a parent during our cooperation).