Group Sales Coordinator - The Ritz-Carlton
About The Position
The Group Sales Coordinator supports the Group Sales team by coordinating sales activities, maintaining accurate client and group information, preparing proposals and correspondence, and assisting with group details from initial inquiry through arrival. The role involves professional communication with clients and internal partners, anticipating needs, and coordinating with Sales, Catering, Conference Services, Front Office, and other hotel departments to deliver a seamless client experience. The coordinator assists sales managers with administrative and clerical duties related to guest and hotel communications and sales, responds to reservation and hotel-information inquiries, and helps coordinate group and wedding business. The position also supports sales goals, hotel selling strategies, client relationships, group-event execution, and client events. The role is based in a general office and hotel environment.
Requirements
- High school diploma or vocational secretarial training.
- Advanced knowledge and use of Microsoft Word, Excel, Publisher, and PowerPoint.
- Alphabetizing, grammar, and punctuation skills.
- Knowledge of standard business letter formats.
- Strong editing skills.
- Excellent communication skills for communicating with customers and other departments by phone or in person.
- Ability to read contracts and letters and use computers.
- Excellent attention to detail and multitasking skills.
- Ability to bend and kneel repeatedly while filing; reach all areas of the hotel; stand occasionally; and carry or lift files and office items weighing up to 25 pounds.
Nice To Haves
- Previous sales experience.
- Previous hospitality experience.
- Previous secretarial experience.
Responsibilities
- Answer sales office phones when sales staff are unavailable and respond accurately, promptly, and professionally to sales inquiries.
- Type correspondence, reports, contracts, forms, proposals, and other letters as directed.
- Coordinate group and wedding business contracted by the sales manager or Director of Sales; follow up on signed business within five working days and determine and coordinate customer needs.
- Communicate with hotel departments to ensure meetings and related functions exceed client expectations.
- Maintain accurate, organized, up-to-date client files and account documentation.
- Develop strong customer relationships through professional, courteous, and ethical communication.
- Work with sales personnel to achieve sales team goals.
- Maintain current knowledge of hotel rates, strategies, discounts, and promotions.
- Assist with required sales reports and hotel-specific selling strategies.
- Communicate upcoming groups, meetings, and special events to the hotel team.
- Follow up on customer needs and inquiries the same day or by 10 a.m. the next business day.
- Represent the hotel with integrity, professionalism, and a service-focused attitude; maintain positive communication and teamwork across departments.
- Maintain a neat, clean, business-like appearance.
- Create the monthly social hour calendar with the Director of Sales.
- Assist the Sales department with monthly luncheons and client events.
- Conduct walk-in tours.
- Prepare gift bags for guest traces, VIPs, and other recipients, and keep supplies stocked.
- Work with EBC on group turnover and proper execution of groups.
Benefits
- Accrued PTO plan
- Medical, dental, and vision insurance
- Eligibility to participate in the Company’s 401(k) program with employer matching
- Flexible spending account options
- Basic life and AD&D insurance
- Short-term disability options
- Employee Assistance Program
- Discounts on hotels, restaurants, and more
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
