Sales and Group Housing Coordinator

Overview: The Sales and Group Housing Coordinator supports both the Sales and Front Office teams by coordinating group room blocks, managing reservations and billing, and ensuring exceptional service for group and VIP guests. This role plays a key part in event execution, inventory management, and creating a seamless guest arrival and event experience.

_____________________________________________________________________________________

Performance Expectations: 

• Monitor phones, voicemails, and sales email inbox 
• Prepare collateral for site inspections, sales calls, and trips 
• Assist with rooming list entry and group block maintenance 
• Build, update, and manage group room blocks and inventory 
• Enter and coordinate reservations, billing, routing, and alerts 
• Track group pickup and maintain accurate sales system records 
• Process billing for meetings and group stays in a timely manner 
• Create, distribute, and execute Banquet Event Orders and Group Resumes 
• Distribute daily event reports and maintain reader boards 
• Maintain office supplies, menus, and sales system updates 
• Assist with commissions, rebates, and rate code creation 
• Support pre-convention meetings and event preparation 
• Inspect meeting room setups and banquet presentations prior to events 
• Greet clients and ensure satisfaction with event and meeting arrangements 
• Coordinate amenity orders and food and beverage needs 
• Manage room assignments in collaboration with Front Desk and Housekeeping 
• Review group resumes and billing profiles for accuracy 
• Run pickup reports and maintain group and occupancy recaps 
• Coordinate VIP arrivals, including pre-arrival communication and special requests 
• Arrange and deliver amenities and personalized welcome experiences 
• Participate in VIP meet and greet and escort services as needed 
• Send daily arrival and departure communications 
• Handle reservation calls and in-house guest requests or changes 
• Assist with airline crew room assignments and special group needs 
• Report maintenance issues and follow all safety procedures 
• Collaborate across departments to ensure seamless operations 
• Complete additional duties as assigned

Behavioral Expectations:

• Provide personalized, professional, and friendly guest service 
• Remain positive and effective in a fast-paced environment 
• Demonstrate strong problem-solving and organizational skills 
• Act with integrity and accountability at all times 
• Show initiative, flexibility, and a willingness to grow 
• Be committed to team success and company goals

General Requirements:

• Report to work on time in professional business attire 
• High school diploma or equivalent required 
• Hospitality or sales experience preferred 
• Familiarity with hotel systems such as Opera is a plus 
• Basic computer knowledge and ability to learn hotel systems 
• Flexible schedule, including evenings, weekends, and holidays 
• Ability to work varying hours based on business needs 
• Must comply with company policies, including drug-free workplace standards

Physical Requirements:

• Ability to stand or walk for up to 8 hours 
• Occasional lifting, pushing, and pulling

Kolter Hospitality is proud to be an Equal Opportunity Employer.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This description is a summary of primary responsibilities and qualifications.  The job description is not intended to include all duties or qualifications that may be required now or in the future. Kolter Hospitality is a drug-free workplace. Pre-employment drug test and background check required.

Salary : $24