Group Sales & Event Manager

Roberts Resorts & Communities•Bellemont, AZ

About The Position

The Group Sales & Event Manager generates, converts, details, and executes profitable group business for Village Camp Flagstaff. The role owns the group sales process from prospecting and lead response through contracting, event execution, billing, and post-event follow-up. It focuses on developing new business and relationships in Flagstaff and surrounding markets across weddings, corporate retreats, reunions, outdoor groups, social events, and other group segments. The manager serves as the primary liaison between group clients and Village Camp operations, ensuring commitments and event details are documented and communicated so events are executed successfully. Performance is measured by new business generation, conversion of inbound opportunities, retention and resolicitation of accounts, achievement of group revenue goals, and communication and execution of contracted events. The position also maintains accurate sales and event records, reports on pipeline and revenue performance, coordinates with property departments and outside event partners, and takes ownership of the client experience from initial inquiry through post-event follow-up. The role requires frequent standing, walking, pushing, pulling, lifting, grasping, bending, and kneeling, and the ability to lift and carry up to 30 pounds.

Requirements

At least 2 years of hotel, resort, hospitality, catering, event, or group sales experience.
Demonstrated history of proactive prospecting, relationship development, and closing new business.
Strong organizational skills and ability to manage multiple groups and deadlines simultaneously.
Ability to work independently, prioritize responsibilities, and follow through without significant oversight.
Ability to stand, walk, push, pull, lift, grasp, bend, and kneel frequently or constantly as described; use arms and hands frequently.
Manual dexterity for handling paperwork and using office equipment.
Clear vision and hearing for reviewing documents and communicating effectively.
Ability to lift and carry up to 30 pounds.

Nice To Haves

Previous experience managing large-scale groups, weddings, corporate events, or similar functions.
Experience preparing BEOs, Group Resumes, contracts, room blocks, and event documentation.
Skills in proactive sales, relationship building, organization and attention to detail, urgency and follow-through, communication, revenue focus, accountability, and EPIC customer service.

Responsibilities

Proactively solicit, develop, and close new group business to meet or exceed group revenue goals.
Conduct weekly outside sales calls and prospecting to develop accounts and relationships with local businesses, organizations, wedding professionals, event planners, tour operators, and referral partners.
Attend Flagstaff Chamber of Commerce meetings, networking and community events, trade shows, and industry functions to represent Village Camp and generate business.
Respond to new group leads within 24 hours and follow up professionally throughout the sales process.
Conduct property tours, site visits, presentations, and sales appointments.
Partner with the General Manager and Revenue Management team to establish competitive, profitable group pricing based on demand, availability, seasonality, and revenue strategy.
Maintain an active sales pipeline and track leads from inquiry through contracting, actualization, and final billing.
Resolicit past and current groups for repeat business and future opportunities.
Identify opportunities to increase group revenue through accommodations, food and beverage, event space, rentals, activities, and other ancillary offerings.
Manage the group relationship from contract through departure, documenting and communicating commitments, expectations, and event details.
Prepare accurate Group Resumes and Banquet Event Orders (BEOs) for applicable groups and events.
Distribute finalized Group Resumes, BEOs, and supporting event information to operations at least two weeks before arrival or the event date.
Ensure group documentation covers accommodations, arrival and departure information, food and beverage requirements, event schedules, setup, billing, VIPs, special requests, outside vendors, and operational needs.
Lead pre-event meetings with relevant departments for large or complex groups.
Communicate with Front Desk, Food and Beverage, Facilities, Housekeeping, Activities, and property leadership before and during events.
Serve as on-site point of contact for large-scale groups, weddings, and events, fulfilling commitments and resolving issues promptly and professionally.
Coordinate with approved outside caterers, vendors, entertainment providers, and event partners as needed.
Inspect event setups against BEO requirements and Village Camp standards before guest arrival.
Follow up with clients after events to gather feedback, resolve outstanding items, and pursue future business.
Maintain accurate contracts, deposits, room blocks, event details, billing information, client communications, and sales activity in established systems.
Complete contracts, BEOs, Group Resumes, billing information, and client commitments accurately and by established deadlines.
Submit group commission reporting within three business days after each month ends.
Maintain an organized calendar of groups, deadlines, deposits, site visits, event dates, and required operational communications.
Report weekly on sales activity, pipeline, definite and lost business, upcoming groups, and revenue performance.
Immediately communicate potential operational challenges, client concerns, or changes to property leadership.
Maintain organization, attention to detail, urgency, and follow-through across assigned groups and sales opportunities.

Benefits

Medical insurance
Dental insurance
Vision insurance
Employer-paid life insurance
Voluntary short-term disability, long-term disability, accidental, and critical illness coverage
PTO
11 paid holidays
401(k)
401(k) matching
Inclusive community