Job Description
Company Overview Harwood Hospitality Group, Dallas’ premier Hospitality owner-operator, introduces its most complete expression of a multi-generational vision in Harwood District’s first hotel, Hôtel Swexan.
The Hotel is a new destination, with an uncompromising mission that values experience above all. It is a place like no other that draws inspirations from the world’s greatest cities – New York, London, Paris – together in one location to create something completely new. Local expertise with an international influence. Classic and contemporary, the hotel is a twist on conventions.
Part collection, part creativity, and always elegant. Guests stay to get lost – in culture and conversation. The Hotel is a world of its own, a meeting place, a hideaway, a stomping ground. For celebration or solitude.
Designed with all generations in mind, Harwood District’s hotel plays host to an eclectic mix of personalities. It is a timeless setting where locals mix with out-of-towners and old souls encounter the young at heart.
Intimate, immersive, and transportive. Hôtel Swexan has a surprise around every corner. Forget, for a second, where you came from, and leave with a memory that keeps you coming back.
Sales & Lead Management - Manage all incoming leads across all segments — group, catering, outlet, wedding, and social — ensuring leads are assigned three times daily to maintain prompt follow-up and balanced workload across the team.
- Answer and field all incoming sales calls and leads; pre-screen each inquiry using the Incoming Lead Questionnaire to confirm details, qualify potential business, and determine the appropriate next steps.
- Build out qualified corporate group inquiries in Delphi as bookings, ensuring each is coded correctly, complete with trace notes, and entered with all relevant client information.
- Receive signed contracts from Sales Managers, cross-reference against Delphi for accuracy (rates, dates, concessions, deposits, etc.), and upload finalized contracts into Delphi following the established checklist.
- Administer the internal turnover email for each confirmed booking, ensuring all details are communicated clearly to the Event Service Manager and corresponding departments.
- Enter all trace tasks in Delphi for the assigned Event Service Manager to initiate post-contract communication and planning with the client.
- Maintain accurate and organized Delphi records, including all trace notes, client communication logs, and file attachments.
- Prepare, edit, and format proposals, contracts, and Banquet Event Orders (BEOs) as directed by Sales Managers.
- Support with account creation and updates in Cendyn CRM, ensuring data accuracy and alignment with brand standards.
Client Communication & Support - Serve as a secondary client contact during the pre-contract and pre-event phases, providing timely, professional, and brand-aligned communication.
- Coordinate and schedule site tours, pre-conference meetings, and internal event review meetings.
- Coordinate all site visit preparations, including ensuring guest rooms and meeting spaces are inspection-ready, confirming a list of rooms to show, assembling VIP gift bags, and distributing site visit details to the internal team in advance.
- Maintain a polished and professional presentation standard for all client visits, ensuring the Swexan brand is represented at the highest level.
- Follow up with clients post-site visit to ensure satisfaction and assist with next steps as needed.
Event & Department Coordination - Prepare and distribute daily and weekly reports, including lead activity, tentative/definite lists, and production updates.
- Maintain version control for all Banquet Event Orders (BEOs) and event documentation.
- Audit the BEO folder in the shared drive every Tuesday to ensure all BEOs are secured and finalized by 3:00 PM.
- Send recap emails by end of day Tuesday for any missing or incomplete BEOs to ensure the department is fully prepared for Wednesday morning print and distribution.
- Collaborate with Event Service Managers to ensure smooth turnover of confirmed events and timely internal communication.
- Track deposit schedules, payment due dates, and received deposits in coordination with Accounting and Sales Managers.
- Work closely with the Marketing Coordinator to coordinate and print menus or other branded materials as needed for site visits, events, and departmental use.
- Order and maintain office supplies for the Sales & Events team, ensuring an organized and efficient workspace.
Operational Support - Support the Director of Sales with administrative projects, departmental reporting, and ongoing process improvements.
- Ensure all documentation — including contracts, deposits, insurance certificates, and event resumes — is collected, filed, and distributed according to hotel SOPs.
- Collaborate with Front Office, Banquets, Culinary, Reservations, and Revenue teams to ensure all event and group details are communicated clearly and accurately.
- Handle dining reservations for Business Travel (BT) clients
- Maintain all departmental templates, SOPs, and checklists for consistency and ease of use.
Reporting & Organization - Generate lead source, pace, and production reports on a weekly and monthly basis.
- Audit Delphi and Cendyn data regularly for accuracy and completeness.
- Support preparation for Quarterly Business Reviews (QBRs) with revenue summaries and pacing insights.
- Track booking pace and assist in year-end and quarterly sales summaries.
Technology & Systems
Proficient in:
- Delphi / Amadeus (CRM & sales management)
- Cendyn (proposals, CRM database)
- Canary (contracts, credit card authorizations)
- Social Tables (event diagrams, BEO support)
- Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- DocuSign / Adobe PDF (contract routing & digital signatures)
Culture & Brand Standards - Uphold the Hôtel Swexan luxury service culture through polished communication, discretion, and attention to detail.
- Maintain confidentiality and professionalism in all client and business matters.
- Attend weekly sales meetings, pre-cons, and departmental huddles.
- Foster a collaborative and positive team environment, celebrating wins and supporting team success.
Equal Opportunity Employer
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For further information, please review the Know Your Rights notice from the Department of Labor.
Job Tags
Contract work, Work at office, Local area, Day shift,