Group Sales Coordinator

JOB SUMMARY

The Group Sales Coordinator supports the sales team by managing group booking processes, coordinating sales activities, maintaining client relationships, and ensuring all administrative and logistical aspects of group events and contracts are handled efficiently. This role plays a vital part in supporting group sales goals and delivering excellent customer service to clients and internal departments.

ESSENTIAL JOB FUNCTIONS 

This description is a summary of primary responsibilities and qualifications.  The job description is not intended to include all duties or qualifications that may be required now or in the future.  The Hotel operates 24 hours a day and 7 days a week, so operational demands require variations in shift days, starting times, and hours worked in a week.

ESSENTIAL FUNCTIONS

:

• Assist in coordinating and executing group sales initiatives, including proposals, contracts, and follow-up.
• Manage group bookings in the system and ensure all details are accurately entered and maintained.
• Liaise with internal departments (catering, front office, operations) to ensure smooth execution of group events or stays.
• Respond to inquiries from clients and provide information on group packages, availability, and pricing.
• Assist the sales team with sales calls, client correspondence, and promotional materials as needed.
• Prepare and distribute sales reports, contracts, and event documentation.
• Track and maintain group leads and booking status using CRM or booking software.
• Ensure deposits, payments, and billing information are collected and recorded correctly.
• Support site inspections and client visits by preparing materials and coordinating schedules.
• Provide administrative support to the sales department, including filing, scheduling, and data entry.

KNOWLEDGE, SKILLS & ABILITIES

Experience  

• High school diploma or equivalent required; associate or bachelor’s degree in hospitality, business, or related field preferred.
• 1–3 years of experience in sales support, customer service, or hospitality preferred.
• Strong organizational skills with attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook); experience with CRM or booking systems is a plus.
• Ability to manage multiple tasks and deadlines in a fast-paced environment.
• Professional demeanor and a team-oriented attitude.
• Full-time, typically Monday–Friday, with occasional weekends or evenings depending on group events or deadlines.
• Office-based with frequent interaction with clients, vendors, and team members.

PHYSICAL DEMANDS