Group Sales Coordinator

Company Description

Westgate Resorts is the largest privately held timeshare company in the world, with 60 resorts in top destinations like Orlando, Las Vegas, Gatlinburg, Park City, and Myrtle Beach. Recognized by U.S. News & World Report as one of the Best Companies to Work For, we’re committed to creating a supportive, rewarding workplace where our 9,000 Team Members can grow and thrive. Since 1982, we’ve delivered unforgettable vacations through exceptional service, innovation, and community engagement. With the recent addition of VI Resorts by Westgate, our footprint now includes the Pacific Northwest, Hawaii, Canada, and Mexico. Join us and be part of a team that values passion, integrity, and excellence, where your work helps create memories that last a lifetime.

Job Description

The Group Sales Coordinator plays an important role in supporting the hotel’s group sales efforts and creating a positive experience for prospective and existing clients. This role is a key point of contact for group inquiries, assists with proposals and bookings, and coordinates the details needed to move business from initial inquiry through the event or group stay. Working closely with Sales Managers and hotel departments, the Group Sales Coordinator manages contracts, deposits, rooming lists, client communication, and sales records while helping ensure every group receives responsive, organized, and professional service.

What You Will Do:

• Respond to incoming calls, emails, and online inquiries promptly and professionally, providing excellent service to prospective and existing clients.
• Assist clients with questions related to group bookings, event spaces, guestroom blocks, dining options, amenities, and other hotel offerings.
• Manage initial website and group sales inquiries and assist with preparing proposals for prospective clients.
• Monitor the group sales inbox and voicemail, ensuring inquiries are responded to and followed up on in a timely manner.
• Support the group booking process, including contracts, deposits, rooming lists, and special requests, while coordinating with appropriate hotel departments.
• Maintain accurate client and sales information in reservation and CRM systems (e.g., Delphi, iVvy, SalesPro), and prepare group resumes, pick-up reports, and other sales documentation.
• Serve as a key point of contact for group clients, providing consistent communication and support throughout the booking and event process.
• Support Sales Managers with site inspections, client meetings, event planning, and coordination across hotel departments.
• Participate in pre-convention meetings, client site visits, and events as needed to support a seamless guest and client experience.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

What You Will Bring:

• 2 years of customer service and/or administrative support experience.
• Experience using internet-based applications, websites, and online tools.
• Experience with CRM software or similar customer management systems.
• Proficiency in Microsoft Office, including an intermediate level of Microsoft Word and Excel.
• Strong organizational and time-management skills with attention to detail.
• Accurate and efficient data-entry skills.
• Ability to manage multiple priorities and tasks in a fast-paced environment.
• Strong written and verbal communication skills.
• Fluency in Spanish is a plus, but not required.
• Associate degree or two-year certificate from a college or technical school preferred; relevant experience and/or training may be considered in lieu of education.

Additional Information

Why Westgate?  

• Comprehensive Health Benefits – Medical, Dental, and Vision Coverage
• Paid Time Off – Vacation, Sick, and Personal Time to Recharge
• Paid Holidays
• 401(k) with Generous Company Match to Support Your Future
• Daily Pay – Access Your Earnings When You Need Them
• Family-Focused Benefits – Pregnancy, Parental Leave, and Adoption Assistance
• Wellness Programs to Support Your Well-Being
• Flexible Spending Accounts (FSA)
• Tuition Assistance to Help You Grow Your Career
• Military Leave
• Employee Assistance Program (EAP) – Support When You Need It Most
• Life, Disability, Accident, Critical Illness, and Hospital Insurance
• Pet Insurance for Your Furry Family Members
• Loyalty Program – Exclusive Discounts on Hotels, Cruises, Resorts, Restaurants, Entertainment, and More
• Low-Cost Gym Membership
• NEW! David A. Siegel Legacy Scholarship – Up to $40,000 for Team Members’ Dependents
• Career Growth and Advancement Opportunities
• Community Involvement – Give Back and Make an Impact

Westgate Resorts is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability status or any other protected status under federal, state or local law. If you have a disability and believe you need a reasonable accommodation in order to complete your application or any part of the recruiting process, please email [email protected] with the job title and the location of the position for which you are applying.

This job posting is intended to provide a general overview of the position and may not include every responsibility, duty, or qualification required. Duties, responsibilities, and activities may change at any time with or without notice.