Group Sales Coordinator

Job Summary

The Group Sales Coordinator is an integral part of ensuring the Group Sales department runs smoothly and efficiently.

This fast-paced role provides full administrative, coordinating, and account management support for all group business

across our portfolio of company-owned hotels. The ideal candidate is organized, competent, and highly professional,

with the ability to manage critical deliverables, maintain database accuracy, and proactively seek new business.

Core Responsibilities

Administrative & Sales Team Support

• Team Assistance: Provide full administrative support to all group sales team members.
• Lead Handling: Answer incoming inquiry calls, transferring them to the respective team members or resolving them directly as instructed.
• Communication: Respond promptly and professionally to all phone calls, emails, and business correspondence.
• Office Maintenance: Manage and keep all digital and physical records up to date in the sales office filing system.
• Sales Analytics: Generate and distribute weekly, monthly, quarterly, and annual sales reports as requested.

Account & Booking Management

• CRM Data Integrity: Create and maintain detailed, up-to-date group records in the companys CRM sales database throughout the booking lifecycle.
• Deadline Tracking: Proactively contact group clients to secure critical deliverables, including signed contracts, deposits, payments, final room counts, and rooming lists.
• Inventory Coordination: Manage rooming lists and group room blocks directly across multiple property management systems.

Property & Client Relations

• Hotel Liaison: Collaborate directly with operations teams at respective company-owned hotels to fulfill group and event requirements.
• Site Inspections: Conduct professional hotel site tours, exhibiting key property features and benefits to prospective clients.
• RFP Management: Efficiently respond to assigned Requests for Proposals (RFPs) for group segments.
• Business Development: Proactively seek new business through cold calling, attending trade shows, participating in local events, and networking.
• Contract Negotiations: Create and negotiate customized contracts for group blocks, corporate rates, and catering events.
• Client Retention: Build and maintain long-term relationships with key accounts, event planners, and travel advisors.

Job Requirements

• Experience: Previous experience in an office environment, hospitality role, or project coordinating position is highly preferred.
• Industry Knowledge: A thorough understanding of sales office procedures, hospitality group booking Lifecycles, or hotel operations.
• Communication Skills: Excellent written, verbal, and interpersonal communication skills with a strong customer-service mindset.
• Work Style: High level of self-motivation, organization, and attention to detail.
• Multitasking: Proven ability to prioritize, multi-task, and move quickly from one task to the next with speed and accuracy.
• Technical Skills: Strong computer literacy, including proficiency in Microsoft Office (Outlook, Word, Excel).
• System Familiarity: Ability to comfortably learn and operate dedicated sales database systems (CRM) and multiple hotel property management systems (PMS).