Sales and Events Coordinator

The Miraval journey is about creating a life in balance, healing the whole self, and engaging in the present moment. It is our ongoing purpose to bring imagination, authenticity, and meaning to wellness. Each day we work to bring out the best in all we do. Not for the world to take notice, but for our guests and employees to take comfort in. We do this because we believe in the power of the individual. To create balance and live your best. We do this because we are Miraval.

The Sales and Event Coordinator provides comprehensive sales, administrative, and logistical support throughout the group business lifecycle, from initial inquiry and contracting through event planning, execution, and post-event follow-up.

This position serves as a central communication hub between prospective and confirmed clients, Sales and Event Planning Managers, and internal resort departments. In addition to supporting Event Planning Managers with group programs and events, the coordinator manages assigned sales leads, contract administration, financial processes, reporting, and select business opportunities independently.

The Sales and Event Coordinator ensures timely, accurate, and consistent communication throughout the sales and event-planning process while supporting revenue objectives and delivering experiences aligned with Miraval's commitment to excellence, wellness, and exceptional guest service. Sales & Lead Management · Manage assigned leads throughout appropriate stages of the sales process, including initial inquiry, qualification, follow-up, and transition to the appropriate Sales or Event Planning Manager. · Serve as a professional point of contact for prospective clients and respond to sales inquiries in a timely manner. · Manage and monitor group sales inquiries, shared inbox activity, and lead assignments as directed. · Enter, maintain, and update lead and booking information in Envision and other applicable systems. · Coordinate follow-up on prospective and tentative business to support timely conversion and decision-making. · Maintain accurate sales documentation and client correspondence throughout the sales process. · Independently manage designated corporate day events or other assigned business opportunities when appropriate. · Support Sales Managers with client communication, site visits, collateral, and other sales activities as needed.

Contract Administration · Prepare sales agreements, contracts, addendums, and revisions based on approved business terms. · Route agreements through the required internal approval and signature process. · Distribute agreements to clients and monitor completion and execution. · Track contract deadlines and proactively communicate outstanding requirements or approaching due dates. · Process approved changes, revisions, and addendums throughout the contracting process. · Review bookings during turnover to verify accuracy of applicable revenue, attendance, commissions, concessions, and contractual terms. · Maintain complete and accurate contract documentation within applicable resort systems and files. · Facilitate a clear and accurate turnover from Sales to Event Planning and resort operations.

Event Support & Coordination · Assist Event Planning Managers in preparing detailed event documentation, including Event Orders (EOs), group resumes, event diagrams, and other program materials. · Coordinate rooming lists, setup requirements, catering details, program logistics, and other event needs under the direction of Event Planning Managers. · Communicate confirmed event details and changes to appropriate resort departments. · Track event milestones, deadlines, and outstanding information to ensure timely follow-up with clients and internal teams. · Support onsite event execution as needed, including assisting with last-minute adjustments and operational needs. · Assist with organizing site visits and pre-event activities as appropriate. · Ensure event files and documentation remain current and accurately reflect confirmed client requirements.

Client Communication & Service · Serve as an administrative point of contact for prospective and confirmed group clients throughout appropriate stages of the sales and planning process. · Respond promptly and professionally to client inquiries and requests. · Support Sales and Event Planning Managers with client correspondence, confirmations, documentation, and post-event communication. · Maintain organized and accurate client and event records. · Proactively communicate deadlines, outstanding documentation, payments, and other required information. · Ensure client interactions reflect Miraval's standards of hospitality, professionalism, wellness, and personalized service.

Operational Coordination · Prepare and distribute internal event communications, including group resumes, event orders, and related operational materials. · Partner with Culinary, Food & Beverage, Spa, Programming, Housekeeping, Front Office, Finance, and other resort departments to support event readiness and guest satisfaction. · Coordinate event materials, signage, collateral, décor, and other program needs. · Communicate event changes promptly and accurately to impacted departments. · Participate in event-planning and operational meetings to remain aligned with upcoming groups, priorities, and changes.

Financial & Commission Administration · Prepare initial-deposit invoices and coordinate applicable payment and credit-card documentation. · Track required deposits and communicate outstanding financial requirements as appropriate. · Calculate group commissions in accordance with applicable booking information. · Prepare commission check requests and coordinate supporting documentation with Accounting. · Support World of Hyatt signing-bonus administration for qualifying business. · Complete concession reporting used in budget, commission, and forecasting processes. · Review financial and booking information for accuracy and escalate discrepancies as appropriate.

Sales Operations & Reporting · Prepare weekly tentative-business reporting. · Prepare monthly concession and forecasting reports. · Maintain accurate sales and event information within Envision, Opera, and other applicable resort systems. · Support and take ownership of assigned Envision Sales Key Operations and related sales processes. · Run and distribute assigned sales, revenue, booking, and event reports. · Monitor data integrity and ensure sales and event records are complete and current. · Maintain organized digital and/or physical records in accordance with established department practices.

Independent Business Ownership · Manage assigned corporate day events and other designated business opportunities from inquiry through turnover or execution, as appropriate. · Independently coordinate assigned portions of the sales process within established parameters. · Maintain ownership of deadlines, client follow-up, documentation, contracting, and internal communication for assigned business. · Recognize matters requiring escalation and partner with Sales or Event Planning leadership when appropriate. · Balance independently assigned business with ongoing support responsibilities for the Sales and Event Planning teams.

Team Collaboration & Administrative Support · Partner closely with Sales Managers, Event Planning Managers, and resort operational teams to ensure accurate communication and execution. · Provide administrative backup for the Sales and Event Planning departments during peak periods and team absences. · Order and maintain departmental supplies, collateral, and sales/event materials. · Participate in Sales and Event Planning meetings and remain informed of upcoming business and operational priorities. · Assist with other sales, event, and administrative projects as business needs require.

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• A true desire to satisfy the needs of others in a fast paced environment
• Refined verbal and written communication skills
• Proficient knowledge of computer applications
• Strong analytical, organizational and interpersonal skills