Group Sales & Event Manager

Roberts Resorts•Bellemont, AZ

About The Position

The Group Sales & Event Manager proactively generates, converts, details, and executes profitable group business for Village Camp Flagstaff. The role owns the full group sales process, from prospecting and responding to leads through contracting, event execution, billing, and post-event follow-up. It focuses on developing new business and relationships in the Flagstaff area and surrounding markets, including opportunities in weddings, corporate retreats, reunions, outdoor groups, social events, and other group segments. This is a proactive sales role, not solely an event coordination position. Success is measured by new business generation, conversion of inbound leads, repeat and referral business, achievement of group revenue goals, and effective communication and execution of contracted events. The manager serves as the primary liaison between group clients and Village Camp operations. They ensure group commitments and event details are accurately documented, communicated, and executed to support a strong guest experience. The role also maintains sales and event records, reports on pipeline and revenue performance, and works with property leadership and operational departments to address client needs and potential challenges.

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 constantly; use arms and hands frequently; handle paperwork and office equipment with manual dexterity; see clearly and hear effectively; and 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.

Responsibilities

Proactively solicit, develop, and close new group business to meet or exceed established 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 appropriate 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 provide consistent, professional follow-up.
Conduct property tours, site visits, presentations, and sales appointments.
Partner with the General Manager and Revenue Management team to establish competitive, profitable group pricing.
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 revenue through accommodations, food and beverage, event space, rentals, activities, and other ancillary offerings.
Own the group relationship from contract through departure and accurately document and communicate commitments, expectations, and event details.
Prepare complete and 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, schedules, setup, billing instructions, VIPs, special requests, outside vendors, and operational needs.
Lead pre-event meetings with Village Camp departments for large or complex groups.
Communicate and coordinate with Front Desk, food and beverage, Facilities, Housekeeping, Activities, and property leadership before and during events.
Serve as the on-site contact for large-scale groups, weddings, and events, ensuring commitments are fulfilled and issues are resolved promptly and professionally.
Coordinate with approved outside caterers, vendors, entertainment providers, and event partners as needed.
Inspect event setups against BEO requirements before guest arrival and ensure Village Camp standards are met.
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.
Provide weekly reporting on sales activity, pipeline, definite and lost business, upcoming groups, and revenue performance.
Immediately communicate potential operational challenges, client concerns, and changes to property leadership.
Manage assigned groups and sales opportunities with strong organization, attention to detail, urgency, and follow-through.