Area Sales Administrative Coordinator

Full-Time

Be the Engine Behind Four Thriving Hotels

Picture this: a bustling college town where Huskie pride runs deep, the Egyptian Theatre marquee glows on a Friday night, and four hotels are humming with group business, wedding blocks, and NIU game-day guests. Now picture yourself at the center of it all — the organizational mastermind who makes the whole sales operation run like clockwork. That’s the role waiting for you at Hampton Inn & Suites DeKalb, right near Northern Illinois University.

We’re not looking for just an administrator. We’re looking for a ringmaster of revenue — someone who thrives on details, loves a full calendar, and gets genuine satisfaction from turning chaos into a beautifully color-coded spreadsheet.

What You’ll Own

• The Area DOS’s calendar, client appointments, and sales travel across all 4 properties — you’re the air traffic controller keeping everyone on schedule.
• Weekly sales activity reports, pace reports, and STAR reports that keep leadership in the loop and ahead of the curve.
• Pristine digital files for contracts, BEOs, proposals, and client correspondence across both Hilton and Marriott brands.
• Agendas, notes, and action items for weekly 1:1s and property sales huddles — because great meetings don’t happen by accident.

Brand Systems? You’ll Be Fluent

• Keep Hilton (Delphi.fdc / PEP / OnQ / GRO) and Marriott (CI/TY / MGS / MRDW / MARSHA) systems squeaky clean and 100% compliant.
• Input leads, traces, activities, and accounts with zero duplicates and razor-sharp market segmentation.
• Support Cvent Supplier Network and Lanyon administration like a pro.
• Track room nights and sales reporting with total accuracy across both platforms.

Where You’ll Make Clients Feel Like VIPs

• Draft polished proposals, contracts, addendums, and correspondence using brand-standard templates.
• Jump into RFP responses via Cvent, Lanyon, and direct inquiries — CRM entry, proposal prep, all buttoned up for DOS review.
• Coordinate site visits, welcome packets, amenity requests, and client follow-ups that leave a lasting impression.
• Support rate loading, group block management, and BEO distribution.
• Keep a hawk-eye on group pickup, wash, cut-off dates, and attrition across the portfolio.

What You Bring to the Table

• 1–2+ years of hotel sales administration, front office, or executive administrative experience; multi-property experience? Even better.
• Familiarity with Hilton or Marriott systems — we’ll gladly train you on the other.
• Microsoft Office wizardry, especially Outlook, Excel (VLOOKUP, pivot tables — yes please), and PowerPoint.
• Elite-level organization and time management across multiple properties.
• Polished written and verbal communication skills.

Bonus Points For

• Direct experience with Delphi.fdc and CI/TY.
• Familiarity with Cvent, Knowland, Amadeus, or Lanyon.
• Experience supporting an Area, Regional, or Dual-Property DOS.
• New hotel opening experience.

Your First 90 Days

• Day 30: You’re fully fluent in inbox/calendar management and both CRM systems for lead entry.
• Day 60: You own weekly reporting solo and run the RFP process without a hitch.
• Day 90: The Area DOS is spending 80%+ of their time in front of clients — because you’ve got the back office completely covered.

Why DeKalb? Why Us?

DeKalb is more than cornfields and college football Saturdays (though we’ve got plenty of both). It’s a tight-knit, hardworking community anchored by Northern Illinois University, home to Huskie pride, the historic Egyptian Theatre, and a summer Corn Fest that turns downtown into one big block party. Our Hampton Inn sits right in the middle of the action — close enough to campus to feel the energy, close enough to the community to feel like home.

Join a team that values precision, hustle, and a little bit of Midwestern charm. If you love making order out of complexity and want your work to directly fuel someone else’s success, we’d love to meet you.