Group Sales Coordinator

Duties and Responsibilities

• Answer all incoming calls and direct inquiries appropriately.
• Qualify sales inquiries and schedule appointments with Sales Managers.
• Respond to general questions regarding the property, guest rooms, meeting spaces, catering services, and amenities.
• Aid in the planning and coordination of meetings, events, and group functions.
• Prepare proposals, contracts, banquet event orders (BEOs), and group resumes as assigned.
• Distribute memos, contracts, resumes, amenities, and other communications related to sales and catering to relevant departments.
• Act as a liaison between the sales team and operational departments to communicate event details, changes, and special requests.
• Ensure timely distribution of BEOs, resumes, and event updates.
• Aid Reservations and Front Desk teams with group-related duties and guest requests.
• Create and maintain group folios and event files.
• Aid in posting charges, processing payments, and providing clients and guests with receipts.
• Manage VIP guest experiences before arrival, during their stay, and post-departure.
• Control office materials and coordinate ordering of supplies.
• Aid the Director of Sales and Sales Team with daily administrative and operational needs.
• Maintain accurate records in sales and event management systems.
• Support department goals through proactive client communication, follow-up, and exceptional customer service.

Job Requirements

• Show strong problem-solving skills and the ability to act quickly and effectively.
• Have strong organizational, prioritization, and multitasking abilities.
• Have a keen attention to detail and a commitment to accuracy.
• Be proficient with computer systems and programs including Microsoft Word, Excel, Outlook, and event management software.
• Have excellent verbal, written, and interpersonal communication skills.
• Be able to work independently while collaborating effectively with multiple departments.
• Have a professional appearance and demeanor at all times.
• Have a passion for hospitality and the creation of memorable guest experiences.

Education and Experience

• A High School Diploma is required.
• An Associate degree is preferred.
• Previous hotel sales, catering, event planning, hospitality, or customer service experience is preferred.
• Be proficient in using computers and Microsoft Office applications.
• Be organized, detail-oriented, and skilled in follow-up and time management.
• Have excellent communication and relationship-building skills.