Commercial Coordinator

Position Title

Commercial Coordinator

Reports To

Director of Sales & Marketing

Department

Sales & Marketing – Head Office (Off Property)

Location

Office Based - Queenstown, New Zealand

Employment Type

Full-time

Position Summary

The Commercial Coordinator provides administrative and creative support to the commercial team, ensuring the smooth delivery of commercial activities across marketing, media, reservations, sales distribution, and communications.

Reporting to the Director of Sales & Marketing and working closely with the Reservations Manager, external contractors, and hotel operational departments, the role is responsible for coordinating commercial initiatives, maintaining brand standards across digital and print channels, supporting trade and media engagement, and assisting with revenue-generating sales & marketing activities across accommodation, wellness, and food & beverage outlets.

This role requires exceptional organisation, creativity, strong knowledge of technology, attention to detail, communication skills, and the ability to manage multiple priorities within a fast-paced luxury hospitality environment.

Key Responsibilities

Reservations & Commercial Administration

• Provide administration support to the Reservations team
• Assist with accommodation reservation enquiries and follow-up communications
• Maintain accurate records in regard to commercial activities
• Support revenue and sales distribution initiatives through data entry and system administration
• Assist with the administration of departmental Standard Operating Procedure set up

Booking Engine Management

• Support the ongoing management and maintenance of accommodation and food & beverage booking platforms
• Update offers, packages, descriptions, imagery, and content across all booking engines
• Conduct regular audits to ensure booking functionality, content accuracy, and brand consistency
• Liaise with external suppliers and platform providers to resolve issues and implement updates

Digital Content Support

• Assist the Director of Sales & Marketing with the creation, coordination, and implementation of digital content initiatives
• Assist the Director of Sales & Marketing and external digital team with the adoption of Ai processes throughout the department
• Coordinate website content updates
• Maintain digital asset libraries and ensure content remains current and on-brand
• Support email marketing and CRM content delivery as required

Social Media Coordination

• Coordinate social media activity in collaboration with the Director of Sales & Marketing and appointed Social Media Contractor
• In collaboration with the Director of Sales & Marketing assist with scheduling, asset collection, and campaign execution
• Monitor content calendars and ensure deadlines are met

Marketing Collateral Management

• Coordinate the creation, updating, and distribution of digital and printed collateral
• Manage marketing asset requests from internal departments and external partners

Media & Public Relations Support

• Assist with the coordination of media visits and familiarisation programmes
• Prepare media itineraries, briefing documents, and supporting materials
• Coordinate internal stakeholder communication relating to media stays and experiences.

Trade Sales Support

• Coordinate incoming trade sales requests for the Director of Sales & Marketing and Reservations Manager
• Assist with preparation of trade presentations and collateral
• Maintain trade databases and contact records

Key Relationships

Internal

• Director of Sales & Marketing
• Reservations Manager
• Food & Beverage Team
• Wellness Team
• Front Office Team

External

• Social Media Contractor
• Media Representatives
• Sales Representation Partners
• Trade Partners
• Tourism Organisations
• Software and Booking Engine Providers
• Graphic Designers and Marketing Suppliers

Skills & Experience

Essential

• Previous experience in hospitality, tourism, sales, marketing, reservations, or administration
• An understanding of Ai and technology systems
• Understanding of social media platforms and digital marketing principles
• Experience with Canva, Adobe Creative Suite, or similar design platforms
• Excellent organisational and time management skills
• Strong written and verbal communication skills
• High attention to detail and accuracy
• Strong Microsoft Office proficiency
• Ability to manage multiple projects and deadlines simultaneously
• Professional presentation and interpersonal skills

Desirable

• Experience with luxury hospitality brands
• Knowledge of PMS, CRS, and booking engine platforms
• Experience with CRM and email marketing platforms

Key Competencies

• Organisation and Planning
• Communication and Relationship Building
• Commercial Awareness
• Initiative and Problem Solving
• Attention to Detail
• Guest-Centric Mindset
• Adaptability and Flexibility
• Team Collaboration