posted March 26, 2025

The Group Sales Coordinator will be expected to support the Director of Sales and Marketing and the sales and marketing team as deemed necessary by the Director of Sales and Marketing and the General Manager. The Group Sales Coordinator is to manage and communicate the needs of contracted group business to the other departments and positions in the hotel to provide our groups with an exceptional experience.  He or She will be responsible for the duties listed below. This position requires good time management and multi tasking abilities.

WORK REQUIREMENTS

1)Trace and follow up with Sales Managers on; Contract signatures, cut-off dates, group and convention deposits, room lists and direct bills.

2)Make changes to inventory as needed to group and convention blocks

3)Make sure the group contract binders are in order and all master contracts are signed and completed.

4)Make sure the Reservations Manager and Controller are copied on all signed contracts once they are definite.

5)Communicate with accounting to reconcile invoices and PO’s when needed.

6)Process Sales Weekly Report and attach all definite booking agreements and BEOs for DOSM.

7)Update 11 day chart every Wednesday to be ready for distribution to staff in Thursdays meeting.

8)Will collect Group rooming lists and give to Reservation Manager for input and follow up after 48 hours.  

9)Will be responsible for making all VIP/Staff reservations.  To copy Chief Engineer, Executive Housekeeper and Rooms Division Manager on VIP lists, so they may PMT rooms.

10)Follow up with Reservations Manager weekly to ensure all group reservations, billing and blocks are up to date.

11)Attend credit meetings to take notes and update team on accounting status.

12)Process all group commissions, rebates and fees for accounting

13)Assist with reservations when they get an overflow of calls.

14)Assist in special projects concerning the sales effort.

15)Prepare Sales presentation packets and give-aways for Sales Manager prior to sales trips.

16)Attend Weekly Sales Meetings

17)Prepare and coordinate rooms and giveaways for VIP site inspections.

18)Update and check that digital reader is done on a daily basis.

19)Process group resumes for convention groups and submit to convention sales manager for approval no later than 7 days prior to in-house pre-con meeting.  Organize and present to staff managers Monday or Tuesday prior to peak group arrival.

20)Make sure all files (wholesale, convention, etc) are up to date and in order for sales department organization.

21)Make sure sales department always has enough supplies i.e. Sales kits, press kits, brochures, catering brochures, club brochures, etc.

22)Check all web advertising monthly to ensure verbiage and photos are up to date.

23)May be asked periodically to participate in outside sales calls and deliveries.

24)May be asked periodically to meet groups for large check ins and provided site tours to prospective clients.

25)When sales managers are not present will have to be able to answer and qualify calls.

26)As assigned, may have to do research on marketing ideas via the internet, phone and through publications.

27)Maintain break log.

28)Audit conventions and groups.

29)Process group commissions.

30)Block group rooms prior to group arrival to accommodate special requests and room types.

31)Attend weekly Attend weekly staff meeting.

32)Write PO’s when necessary.

33)Perform Block maintenance; wash, enter rooming lists, monitor pick-up, manage cut-off dates, attrition, cancellation, forecast slippage, audit and communicate the aforementioned with Sales.

34) Respond to all guest requests, problems, complaints and/or accidents presented through reservations, comment cards, letters and/or phone calls, in an attentive, courteous and efficient matter. Follow up to ensure guest satisfaction.

35)Must be present for group arrivals as directed by Sales.

36)Must prepare Front Desk for Group Arrivals; breakfast vouchers, arrival times, pre-key and registration cards as needed, pre-assign as necessary, open PM accounts, route to AR or PM Account as necessary.

37)Ensure proper billing.

38)Ensure Front Desk is informed of Early departure policy. 

39)Must be able to complete responsibilities such as preparing group resumes, monitor GRC, monitor pick-up and cut-off dates, prepare vouchers, coordinate transportation needs and additional directives in accordance with the Revenue and Sales team.

40)Must be able to complete responsibilities such as preparing group resumes, monitor GRC, monitor pick-up and cut-off dates, prepare vouchers, coordinate transportation needs and additional directives in accordance with the Revenue and Sales team.

41)Maintain proper knowledge of group blocks upcoming and reoccurring key accounts.

42)Must support Reservations by answering overflow calls.

43)Maintain documentation of cancellations and release date.

44)Maintain Group Filing system and ensure organization.

45)Maintain Group Calendar.

46)Communicate special requests.

47)Post Advance deposits and authorizations when required. 

48)    Ensure suite/rooms inventory in accordance with Group Contracts.

49)Control Suite inventory.

50)Detail and write Banquet Event Orders.

51)Assist in booking group rooms and catering events as needed. 

52)Note this is only outline of responsibilities and can be changed and updated at any time without notice at the discretion of the direct supervisor or executive management team 

53)Under the “at-will” employment policy, neither you nor the company is committed to continuing the employment relationship for any specific term.

SKILL REQUIREMENTS

Must be a confident self 'starter with the ability to manage a project from start to completion. Hands on knowledge of the hospitality and/or attraction industry are important. Strong communication and organizational skills a must. Detail oriented, creative, personable, articulate, and a creative problem solver preferred. Desire to be a part of a great company and the drive to work for great results is a must.

Strong PC skills, especially current Windows, Word, Excel, Opera, Ability to use independent, analytical judgment and demonstrate creative problem-solving.

EDUCATION REQUIREMENTS

Must have ability to assist in marketing.

  Experience in a hotel or a related field preferred.

  Computer experience and working knowledge of excel required.

   Working knowledge of Opera a plus.

  Customer Service experience preferred.

PHYSICAL REQUIREMENTS

Flexible and long hours sometimes required

Medium work – Exerting up to 50 pounds of force occasionally, and/or 20 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

Ability to stand during entire shift.

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