Job Description

Outbound Hotels is a growing portfolio of destination properties built around adventure, community, and authentic local experiences. Our Multi-Property Sales & Events Coordinator is a remote-based role supporting three properties — Outbound Stowe, Outbound Mammoth, and Outbound Yosemite (subject to changed based on needs of the portfolio)— serving as the operational backbone of the sales and events function across the portfolio.

This is a high-visibility role for a detail-obsessed hospitality professional who thrives in a fast-paced, multi-property environment. You'll work closely with the Area Director of Sales and Director of Sales across all three hotels to keep events running flawlessly and clients feeling taken care of.

Responsibilities

Event Coordination

• Own the creation, distribution, and revision of BEOs (Banquet Event Orders) across all three properties — accuracy and timeliness, are non-negotiable.
• Build and maintain Group Resumes for all incoming group business, ensuring all departments receive complete, up-to-date details prior to arrival.
• Produce and distribute the Banquet 10-Day Report weekly, tracking upcoming events and flagging outstanding details for Operations teams.
• Serve as the day-to-day client contact for event logistics — fielding revisions, answering questions, and resolving last-minute needs with a calm, professional approach.
• Coordinate pre-event logistics including room blocks, F&B minimums, A/V requirements, rooming lists, and billing instructions.
• Attend (via Teams) weekly BEO meetings, pre-con calls, and post-event debriefs — take notes and track all follow-up actions to completion.
• Conduct virtual site inspections and assist with proposals when Director / Sales Managers are unavailable.

Delphi & Systems Management

• Delphi experience is required. You will manage all group and catering accounts, bookings, and event documentation within Delphi FDC across all three properties.
• Keep room blocks, cutoff dates, and event details accurate and current in Delphi.
• Support Director / Director / Sales Managers with account management, trace follow-ups, and pipeline reporting in Delphi.

Administrative & Reporting

• Generate weekly, monthly, and quarterly reports — including pace, production, and lost business — for Distribution across all three properties.
• Manage group billing details, process deposits, and assist with pre- and post-event financial reconciliation.
• Maintain organized shared files and documentation across the portfolio using Microsoft Teams and SharePoint.
• Route incoming group and catering inquiries to the appropriate Director / Sales Manager at each property.

Travel & On-Site Presence

• This is a remote-based position with quarterly travel required to each property (Stowe, Mammoth, and Yosemite).
• On-site visits support pre-opening periods, peak event seasons, training, and team alignment.
• Travel expenses are covered per CoralTree travel policy.

Qualifications

• Delphi FDC proficiency is required.
• Minimum 5 years’ experience of hotel Sales, Catering, or Events coordination.
• Direct experience creating BEOs, Group Resumes, and banquet reports is required.
• Multi-property or complex hotel experience is strongly preferred.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, Teams, PowerPoint).
• Exceptional written communication skills — you'll be client-facing daily.
• Highly organized, self-directed, and comfortable managing competing deadlines across multiple hotels simultaneously.
• Reliable remote work setup with the ability to overlap core business hours across Eastern and Pacific time zones.

Schedule & Physical Requirements

• Flexible schedule requires occasional evenings or weekends based on event demand.
• Ability to sit for extended periods and lift to 25 lbs during on-site visits.
• Must be available for quarterly travel — approximately 3–5 days per property, per quarter.