Group Sales Coordinator - Hotel Polaris
About The Position
Hotel Polaris is seeking an enthusiastic and highly organized Group Sales Coordinator to support the hotel's group sales efforts and revenue goals. Located at the U.S. Air Force Academy in Colorado Springs, the hotel offers a distinctive hospitality experience focused on exceptional service, meaningful connections, and memorable experiences. The coordinator serves as a key contact for prospective and existing clients while providing administrative and sales support to the Group Sales team. The role suits a detail-oriented, proactive, and responsive person who enjoys hospitality, relationship-building, and providing service throughout the sales process. The coordinator handles incoming group sales inquiries, qualifies opportunities, routes leads to the appropriate Sales Manager, and assists with proposals, contracts, correspondence, confirmations, and sales materials. The position also supports client visits and site inspections, coordinates experiences and schedules with hotel departments, maintains sales records and systems, assists with reporting and department administration, and collaborates with operational teams to deliver a seamless client experience. This is a full-time hourly position. The stated wage is $20.00 per hour. The position requires the ability to lift, push, and pull up to 25 pounds and to stand, walk, or sit for approximately 6 to 8 hours per day.
Requirements
- High school diploma or GED required.
- Strong organizational skills and ability to manage multiple priorities, deadlines, and special projects in a fast-paced environment.
- Excellent verbal and written communication skills.
- Strong interpersonal skills and a genuine passion for providing exceptional service.
- Professional and confident communication with clients, guests, hotel leadership, and team members.
- Strong attention to detail and commitment to accuracy.
- Ability to work independently and collaboratively as part of a team.
- Comfort learning and using hotel sales, CRM, reservations, and Microsoft Office systems.
- Proactive mindset, including the ability to anticipate needs, solve problems, and take initiative.
- Ability to lift, push, and pull up to 25 pounds.
- Ability to stand, walk, or sit for extended periods of approximately 6 to 8 hours per day.
Nice To Haves
- College degree in Hospitality, Business, Marketing, Communications, or a related field.
- Previous hotel, hospitality, sales, catering, event, or administrative experience.
- Experience in a comparable AAA Four Diamond or Four Star hotel or resort environment is highly desired.
Responsibilities
- Respond promptly and professionally by phone and email to incoming group sales inquiries.
- Qualify group sales opportunities by gathering organization and contact details, preferred dates, room requirements, meeting and event space needs, food and beverage requirements, and other program details.
- Distribute qualified leads to the appropriate Sales Manager based on market segments and sales deployment.
- Assist Sales Managers with proposals, correspondence, presentations, contracts, written confirmations, and other sales materials.
- Maintain accurate and current account, contact, lead, and booking information in hotel sales systems.
- Follow up on assigned sales opportunities and client requests and support account development and client retention.
- Coordinate and support client site inspections, property tours, familiarization visits, and other sales-related visits.
- Arrange accommodations, amenities, appointments, reservations, transportation, and other experiences for client visits.
- Prepare and communicate site inspection itineraries and schedules to relevant hotel departments.
- Coordinate with operational teams to communicate and fulfill client preferences and special requests.
- Provide warm, professional, and personalized hospitality to prospective and existing clients.
- Maintain organized sales files, records, client correspondence, and supporting documentation.
- Assist with sales meetings, client events, tradeshows, familiarization trips, networking events, and sales travel.
- Support the processing, tracking, and reconciliation of Sales & Marketing invoices and expenses.
- Assist with department administration and special projects, and support the production and redemption of gift certificates as needed.
- Maintain accuracy and attention to detail in sales documentation and communication.
- Respond promptly and enthusiastically to calls, emails, and client inquiries; take initiative to resolve concerns and identify opportunities to build loyalty.
- Develop knowledge of the hotel's accommodations, event spaces, restaurants, amenities, experiences, and local attractions to represent the hotel confidently.
- Collaborate with Sales, Catering, Revenue Management, Front Office, Reservations, Food & Beverage, Spa, and other operating departments.
- Communicate relevant client feedback, requests, and opportunities to Sales leadership and appropriate hotel departments.
- Support the Sales & Marketing department and Hotel Polaris with a team-first attitude and willingness to assist where needed.
Benefits
- Group medical, dental, vision, life, and disability benefits.
- Pre-tax flexible benefit plan for healthcare and dependent care reimbursement.
- Employee assistance program.
- Paid time off and sick time.
- 401(k) plan with company match.
- Complimentary team member meals.
- Complimentary room nights at CoralTree Hospitality-managed properties.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
