Group Sales Coordinator - The Ritz-Carlton

Sage Hospitality Group • Chicago, IL

8d • Onsite

About The Position

The Group Sales Coordinator provides clerical and administrative support to the Group Sales team, helping move group business from inquiry through arrival. The role coordinates sales activities, maintains accurate client and group information, prepares proposals and correspondence, and communicates with clients and hotel departments to support a seamless guest and client experience. The coordinator works closely with Sales, Catering, Conference Services, Front Office, EBC, and other departments to coordinate group and wedding business, meet customer needs, and ensure meetings and related functions are executed to exceed client expectations.

The position also supports account service and management through organized file maintenance, timely follow-up, professional client communication, sales reporting, and dissemination of information about upcoming groups, meetings, and events. Additional duties include assisting with sales events and luncheons, conducting walk-in tours, preparing guest and VIP gift bags, maintaining supplies, and helping implement hotel-specific selling strategies.

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 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 to assist clients, 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.
• Respond accurately, promptly, and professionally to sales inquiries.
• Prepare correspondence, reports, contracts, proposals, and other letters as directed.
• Coordinate group and wedding business contracted by the sales manager or Director of Sales.
• Follow up on signed or contracted business within five working days.
• Determine and coordinate customer needs and communicate them to relevant hotel departments.
• Maintain accurate, organized, documented, and current client files.
• 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.
• Share details about upcoming groups, meetings, and special events with the hotel team.
• Assist with implementing hotel-specific selling strategies.
• Follow up on customer needs and inquiries the same day or by 10 a.m. the next business day.
• Maintain a professional, service-focused approach and positive communication with hotel departments and coworkers.
• 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.
• Create gift bags for guest traces, VIPs, and HUGs.
• Keep supplies stocked and available.
• Work with EBC on group turnover and proper group execution.
• Respond to telephone and in-person inquiries regarding reservations, hotel information, and guest concerns.

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 other offerings

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED