Group Sales and Rooms Coordinator

Description

Key Role Responsibilities:

• • Assist sales managers in preparing proposals, contracts, and other sales materials.
  • Maintain organized files of all sales-related documents.
  • Respond to client inquiries promptly and professionally via phone, email, and in person.
  • Provide information on hotel facilities, services, and group packages.
  • Act as a primary point of contact for assigned group bookings.
  • Assist in coordinating event logistics, including meeting room setups, catering arrangements, and audiovisual requirements.
  • Communicate event details to relevant hotel departments.
  • Create and distribute Banquet Event Orders (BEOs) and rooming lists.
  • Maintain accurate and up-to-date records of group bookings in the hotel's sales database (e.g., CRM).
  • Assist in conducting site inspections for potential clients.

Rooms Coordination:

• • Manage room blocks for group bookings, including creating, modifying, and releasing room inventory.
  • Process group room reservations and ensure accurate data entry into the property management system (PMS).
  • Monitor room availability and adjust room blocks as needed.
• Rooming List Management:
• • Collect, process, and distribute rooming lists from group clients.
  • Ensure room assignments are accurate and meet client preferences.
  • Handle special requests related to room assignments.
• Reservation System Management:
• • Maintain accurate room inventory and rates in the PMS.
  • Resolve reservation discrepancies and issues.
• Pre-Arrival & Post-Departure:
• • Generate and distribute pre-arrival reports to relevant hotel departments.
  • Assist in handling post-departure inquiries and billing.
• VIP Handling:
• • Ensure that VIP's within groups receive the correct level of service.

General Responsibilities:

• Provide excellent customer service to all clients and guests.
• Work effectively as part of a team.
• Maintain a professional appearance and demeanor.
• Adhere to all hotel policies and procedures.
• Assist in other tasks as required.

Qualifications:

• High school diploma or equivalent (Bachelor's degree preferred).
• Minimum of two years of experience in hotel sales, reservations, or event coordination.
• Strong knowledge of hotel operations and sales processes.
• Proficiency in property management systems (PMS) and customer relationship management (CRM) software.
• Excellent communication, interpersonal, and organizational skills.
• Ability to multi-task and prioritize effectively.
• Strong attention to detail and accuracy.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work flexible hours, including evenings and weekends, as needed.

Skills:

• Customer Service
• Sales Administration
• Event Coordination
• Reservation Management
• Communication (Written and Verbal)
• Organization and Time Management
• Problem-Solving
• Attention to Detail
• Computer Proficiency

Here are some reasons our associates like working for us:

Our Benefits (applies to Full Time Associates Only)

We offer competitive wages. Full-time associates are eligible to participate in a comprehensive benefit package, which includes medical/dental/vision plans, life insurance, ST/LT disability options, 401K options, tuition assistance, discounted room rates at Concord managed hotels, plus training & development and career advancement opportunities.

We provide Revenue Management and Digital Marketing support as well as amazing training, growth opportunities and excellent leadership. Our sales coordinators can enhance their earnings using our Business Referral Incentive Plan rewarding you for business discovered for our other Concord properties! Our company is huge proponents of training and development including our signature sales training – DST “Dynamic Sales Training” which all sales managers and Director of Sales attend in their first year in the company.

Why Concord?

Our culture is based on our five Cornerstones and they are what we consider our foundation: Quality, Integrity, Community, Profitability, and Fun. It’s important to us to provide a great work environment for our associates and we strive to hire the BEST associates in the market.

Our “Associate First” culture supports and inspires personal development both within the workplace and beyond. Concord’s associates are what our company is built on, and we strive to recognize them for their hard work, dedication, and commitment to excellence. We value work life balance, diversity, and our commitment to provide the best customer service and quality accommodations in every market we exist

If you are seeking a position where you can grow and be a part of a fun team, this job may be your answer. We are proud to be an EEO employer M/F/D/V. We maintain a drug-free workplace.

Qualifications

1-2 years of experience in related fields like administrative assistance, customer service, or sales support. Hotel experience is highly preferable. Strong organizational and communication skills are crucial for these roles.

Behaviors

• Dedicated: Devoted to a task or purpose with loyalty or integrity (Preferred)
• Functional Expert: Considered a thought leader on a subject (Required)
• Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well (Required)

Motivations

• Preferred

  Work-Life Balance: Inspired to perform well by having ample time to pursue work and interests outside of work

• Preferred

  Ability to Make an Impact: Inspired to perform well by the ability to contribute to the success of a project or the organization

• Preferred

  Self-Starter: Inspired to perform without outside help

Education

• Some college (Preferred)

Experience

• Required

  1 years:

  1-2 years of experience in related fields like administrative assistance, customer service, or sales support. Hotel experience is highly preferable. Strong organizational and communication skills are crucial for these roles.