Group Sales Coordinator

Position: Group Sales Coordinator

Department: Sales & Marketing

Reports to: Director of Sales

Type: Full-Time

Position Summary: The Group Sales Coordinator is primarily responsible for providing administrative, clerical, and sales support to the Sales Department and other corresponding departments to ensure smooth daily operations. This position serves as a liaison between clients, the sales team, and operational departments while assisting with the coordination of group business and ensuring an exceptional guest experience from inquiry through event completion.

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.
• Assist with 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.
• Assist Reservations and Front Desk teams with group-related duties and guest requests.
• Create and maintain group folios and event files.
• Assist 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.
• Assist 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.
• Perform other duties as assigned, or necessary.

Job Requirements

• Demonstrate strong problem-solving skills and the ability to act quickly and effectively.
• Ability to organize, prioritize, and manage multiple projects simultaneously.
• Strong attention to detail and commitment to accuracy.
• Proficiency with computer systems and programs including Microsoft Word, Excel, Outlook, and event management software.
• Excellent verbal, written, and interpersonal communication skills.
• Ability to work independently while collaborating effectively with multiple departments.
• Professional appearance and demeanor at all times.
• Passion for hospitality and creating memorable guest experiences.

Education and Experience

• High School Diploma required; Associate degree preferred.
• Previous hotel sales, catering, event planning, hospitality, or customer service experience preferred.
• Strong computer skills and proficiency in Microsoft Office applications.
• Well-organized, detail-oriented, and skilled in follow-up and time management.
• Excellent communication and relationship-building skills.