Hotel Group Sales Coordinator

Job Description

The Hotel Group Sales Coordinator supports the sales department with a dual focus on wedding sales coordination and tour & travel account support. This role provides administrative structure, ensures seamless communication between clients and internal departments, and assists in driving revenue through accurate documentation, lead management, and high-touch client service. This is a full-time, year-round position. Weekends and evenings are required.

Essential Skills and Responsibilities

• Outgoing, social, self-driven personality and can work with minimal supervision.
• Computer experience is a must. Must be familiar with MS Office and computer savvy.
• Ability to adapt to an ever-changing environment, working well under pressure.
• Very detailed, accurate, and meticulous in updating client information.
• Must have a detailed understanding of the property, selling the benefits and amenities of the hotel.
• Customizing the client’s needs and wants while maximizing revenue.
• Coordinating events from beginning to end ensuring a seamless, perfect client experience.
• Contacting clients after scheduled booking/functions to ensure guest satisfaction and to solicit repeat business.
• Ensure all incoming calls are answered within 3 rings with proper greetings and proper phone etiquette.
• Create action plans that are successful in gaining new leads.
• Adheres to deposit and payment policy according to type of event. Keeps all A/R up to date.
• Enforces deposit policy on all events.
• Welcome group contacts upon arrival and ensuring their total and complete satisfaction.
• Networking within the community and being a presence. Regular attendance at local business area meetings, trade shows, ribbon cuttings, and seminars required.
• Maximizing guest room rates, meeting room rental, function space, and other hotel services.
• Conducting tours of the hotel and banquet facilities.
• Assist DOS – filing, data entry, and preparing BEO’s for each week to be distributed to each department, etc.
• Marketing – managing the Facebook/Instagram pages and Pier House event websites.
• Keeps up-to-date and relevant knowledge of our competitors.
• Being heavily involved in group’s arrivals, anticipating needs to ensure smooth arrival. Do not make promises that cannot be met.

Job Related Requirements

• Weekends and evenings are required.
• Ability to effectively deal with customers both on site and over the telephone who may require a high level of patience. Use tact and diplomacy to resolve complaints and defuse anger.
• Basic mathematical and calculator skills.
• Ability to listen effectively, speak, read and write English clearly.
• Ability to operate office equipment such as photocopier, fax machine, and multi-line telephone.
• Ability to access and accurately input information into a computer system.
• Ability to stand, walk, sit, climb stairs, and occasionally lift (up to 50lbs) or carry items.
• Compliance with hotel grooming and uniform policies.

Guest Relations

• Be readily available/approachable for all guests.
• Take proactive effort when dealing with guest concerns.
• Extend professionalism and courtesy to guests at all times.

Other Requirements

• In addition to performing the essential functions, this position may be required to perform a combination of supportive functions, determined by the supervisor:
• The hotel operates 7 days a week, 24 hours a day. Schedules must accommodate fluctuating business demands and associates, may be asked to work shifts other than those they prefer or normally work.
• Carry out all reasonable requests by leadership team.
• Comply with department uniform and appearance standards.
• Must be capable of reading, writing, and speaking English fluently.