Sales & Group Coordinator

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Description

Position Summary

The Sales & Group Coordinator plays a critical role in supporting the sales team by coordinating group and event bookings, managing client communications, and ensuring seamless execution from initial inquiry to post-event follow-up. This individual acts as a primary point of contact for group clients, providing excellent customer service while supporting sales initiatives and maximizing revenue opportunities. The role requires strong organizational, communication, and administrative skills, as well as the ability to work collaboratively across multiple departments.

Key Responsibilities

Client & Group Coordination:

• Serve as the primary point of contact for group inquiries, ensuring timely and professional responses.
• Coordinate and manage group bookings, including room blocks, meeting spaces, catering, and audiovisual needs.
• Prepare and distribute proposals, contracts, and agreements for group clients.
• Maintain accurate records of client communications, rooming lists, and special requests in the property’s CRM or booking system.
• Assist clients with pre-event planning, including room setup, catering details, and audiovisual requirements.
• Ensure smooth check-in and check-out processes for group arrivals.
  
  

Sales Support

• Collaborate with the sales team to track leads, opportunities, and bookings.
• Prepare reports on group sales activity, revenue projections, and event performance.
• Support sales initiatives by assisting with marketing campaigns, client outreach, and promotional materials.
• Attend internal sales meetings and provide updates on group bookings and client needs.
  
  

Administrative Duties

• Maintain accurate records in CRM, property management system, and shared sales documents.
• Generate event orders, banquet event orders (BEOs), and internal communication sheets for operations and catering teams.
• Ensure all client billing and invoicing is accurate and completed in a timely manner.
• Assist in coordinating site visits, client tours, and familiarization trips.
  
  

Customer Service & Relationship Management

• Deliver exceptional customer service, anticipating client needs and resolving issues promptly.
• Build and maintain positive relationships with clients, vendors, and internal teams.
• Act as a liaison between clients and operations to ensure all expectations are met or exceeded.
  
  

Qualifications

• Bachelor’s degree in Hospitality, Business Administration, or related field preferred.
• Minimum of 2 years of experience in hotel sales, group coordination, or event planning.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with CRM or property management systems.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Detail-oriented with a high level of accuracy in documentation and reporting.
• Ability to work flexible hours, including occasional evenings or weekends, as required by group events.
• Other duties as assigned.
  
  

Physical Requirements

• Ability to sit or stand for extended periods of time while performing administrative and coordination duties.
• Must be able to lift, carry, and move items up to 25 lbs when assisting with event materials or setup.
• Ability to walk throughout the property to inspect event spaces or meet with clients and operations teams.
• Manual dexterity and ability to operate standard office equipment, including computers, phones, and printers.
  
  

Salary Description

28/hr