Photo of Alma San Diego, San Diego, CA

Sales/Group Rooms Administrator - A Tribute Portfolio Hotel

Alma San Diego

1047 5th Avenue
San Diego, CA 92101

Hotel de 211 Chambres
Géré par Concord Hospitality Enterprises
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Description

The Sales / Group Rooms Administrator provides administrative and operational support to the Sales & Marketing Team while serving as the primary administrator for all group room reservations and room block management. This position oversees the lifecycle of group bookings from contract turnover through final billing and actualization, ensuring accurate reservation management, system integrity, and seamless communication between clients and hotel departments.

The Sales / Group Rooms Administrator plays a critical role in maximizing group revenue, maintaining data accuracy, supporting the sales process, and delivering exceptional customer service. The ideal candidate is highly organized, detail-oriented, proactive, and thrives in a fast-paced hospitality environment.

Essential Responsibilities:

Sales Administration:

  • Serve as one of the primary points of contact for incoming sales inquiries and internal requests.
  • Prepare reports, rooming lists, correspondence, and other sales documentation.
  • Maintain accurate client, group, and account information within CI/TY, PMS, Marriott systems, and other hotel applications.
  • Generate weekly, monthly, and quarterly sales reports and other administrative reporting as requested.
  • Maintain organized electronic and physical records for contracts, amendments, deposits, billing instructions, and client correspondence.

    Group Rooms Administration:

  • Assume primary responsibility for managing all group room blocks from contract turnover through group departure.
  • Build, maintain, and audit group blocks within the Property Management System to ensure accuracy of rates, inventory, room types, routing, traces, and reservation details.
  • Coordinate rooming lists, reservation cut-off dates, billing arrangements, VIP amenities, room upgrades, and special accommodations.
  • Monitor pickup trends, wash, attrition, and block utilization while providing regular updates to the Sales team.
  • Work closely with Revenue Management to maximize room inventory and optimize group performance.
  • Process reservation changes, cancellations, and modifications while maintaining reservation accuracy.

    Group Billing & Financial Administration:

  • Coordinate billing instructions with clients and Accounting prior to arrival.
  • Review master account routing, tax exemptions, deposits, direct billing approvals, and payment schedules for accuracy.
  • Assist with group invoicing and ensure all required documentation is received prior to arrival.
  • Reconcile group billing discrepancies and assist Accounting with post-event billing questions as needed.

    Group Actualization & Reporting:

  • Complete post-departure group actualization by verifying consumed room nights, revenue, catering, and ancillary spend.
  • Ensure accurate recording of final group production within CI/TY and other sales systems.
  • Maintain actualization reports and assist Sales Leadership with production tracking.
  • Audit historical group data to ensure reporting accuracy and database integrity.

    Commission Administration:

  • Process third-party commission requests accurately and within established timelines.
  • Verify commission eligibility and supporting documentation.
  • Coordinate with Accounting to resolve discrepancies and payment issues.
  • Maintain commission records and reporting.

    Group & Event Coordination:

  • Prepare and distribute Group Resumes and communicate group details to operational departments.
  • Support pre-convention meetings, turnover meetings, and post-event follow-up.
  • Coordinate operational details between Sales, Front Office, Housekeeping, Food & Beverage, Engineering, Accounting, and other departments to ensure flawless group execution.
  • Assist with event logistics and client communication as needed.

    Client Service:

  • Deliver exceptional customer service through prompt, professional communication with clients and internal partners.
  • Build strong relationships with meeting planners, corporate clients, and repeat customers.
  • Resolve guest and client concerns related to group reservations and room accommodations in a timely manner.
  • Maintain consistent communication throughout the planning process to ensure client expectations are exceeded.

    Team Support & Continuous Improvement:

  • Participate in Sales Meetings including but not limited to Group Pick-Up Meeting and Group resume Meeting.
  • Assist with special projects, promotions, database management, and process improvement initiatives.
  • Demonstrate exceptional organization, attention to detail, and time management while successfully managing multiple priorities.
  • Continuously seek opportunities to improve efficiencies, guest satisfaction, and departmental performance.
  • Perform other duties as assigned by hotel leadership.

    Qualifications:

  • One or more years of hotel sales support, group reservations, conference services, front office, or hospitality administration experience preferred.
  • Experience with Marriott systems, CI/TY (or similar Property Management System), and Microsoft Office preferred.
  • Strong understanding of hotel group reservations, room block management, billing, and sales processes.
  • Excellent organizational, analytical, and problem-solving skills.
  • Outstanding verbal and written communication abilities.
  • Ability to manage multiple priorities with exceptional attention to detail.
  • Self-motivated with the ability to work independently while collaborating effectively across departments.
  • Commitment to delivering exceptional guest service and supporting hotel revenue goals.

    Benefits (Full-Time Associates Only):

  • Competitive wages
  • Medical, dental, and vision insurance
  • Life insurance and short/long-term disability options
  • 401(k) program with company match
  • Tuition assistance
  • Discounted room rates at Concord-managed hotels
  • Training, development, and career advancement opportunities

    Compensation: $25-$28/hour

    Why Join Concord?

    Our culture is built on five cornerstones—Quality, Integrity, Community, Profitability, and FUN—which serve as the foundation of everything we do. At Concord, we provide a supportive environment where associates are valued, and our “Associate First” policy is a way of life.

    We recognize our associates for their hard work, dedication, and commitment to excellence. We value work-life balance, diversity, and delivering the best customer service and quality accommodations in every market we serve.

    Equal Opportunity Employer

    This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

    • Publié Le 17 Juillet 2026

    À propos de Alma San Diego

    A Soulful Boutique Hotel In Downtown San Diego

    Alma San Diego is an ego-less beacon of Southern California cool. Our stylish hotel, neighboring the historic Gaslamp Quarter and Little Italy, puts you right where you want to be—in the soul of the city. Step inside our sleek and stylish lobby that pays homage to the rich Mexican heritage directly to the south, whose proximity continues to shape our city’s famously relaxed vibe.

    Work or play, kick back and drift between our outdoor pool and spirited destination restaurants, where suddenly, it becomes clear…you’re at the new beacon of culture, fun and food in San Diego.

    À propos de Concord Hospitality Enterprises

    Careers and Hospitality Job Opportunities with Concord

    Concord Hospitality Enterprises Company is an award-winning hotel management and development company. Through the combined efforts of over 4,200 hard working and focused associates, Concord offers a unique blend of entrepreneurship, seasoned experience, innovation and technical excellence. These elements create a company equipped to produce above-standard returns, market sustainability and a partnership well worth investing in.

    Since Concord's inception in 1985, our success has been guided by our cornerstones: Quality, Integrity, Community, Profitability and Fun. These cornerstones are the indispensible and fundamental basis of our daily actions. Our commitment to these cornerstones has led us to be recognized as the respected hospitality company that we are.

    Concord is one of North America's largest hotel management and hotel development companies. Concord's passion for success has resulted in over twenty years of proven results as a hotel owner, manager, and developer of mid market and first class hotel properties. Concord's goal is to create value for its partners and associates by leveraging its operations, development, sales & marketing, technology, accounting, and management skills over its growing portfolio of first-class business hotels.

    Concord has experienced sustained growth of a remarkable 35% annually for three years in a row and with over half a billion in new hotel projects in the pipeline, that number is projected to increase noticeably. Additionally, Concord is expanding its portfolio through third party management contracts with leading brand partners such as Marriott, Hilton, Starwood, Choice and Intercontinental Hotels. These growth opportunities have presented themselves to Concord based on our strong relationships with investment partners.

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