CORPORATE GROUP SALES COORDINATOR

Job Description

Job Description

Build Relationships, Fill Rooms: Drive Corporate Group Business at a AAA Four Diamond Hotel

Join Our Team and Be the Key Point of Contact for Corporate Groups Booking Rooms at Ponte Vineyard Inn!

About Our Company

Ponte Vineyard Inn is a AAA Four Diamond boutique hotel, offering a world-class experience surrounded by the beauty of Temecula Wine Country. Located next to Ponte Winery and set among 300 acres of vineyards, our hotel is a sought-after escape for guests seeking relaxation, exceptional service, and a welcoming atmosphere.

We have become a benchmark for outstanding hospitality among Temecula wineries, thanks to our dedicated associates who take pride in delivering exceptional guest experiences.

Summary

The Corporate Group Sales Coordinator manages the full lifecycle of corporate group room bookings — from initial inquiry through post-stay follow-up — ensuring accurate, timely, and consistent service to every corporate group contact. This role handles Hotel Rooms group business exclusively; meeting space, dining experiences, and event bookings are managed by the PW Special Events team and are outside the scope of this position. This role requires exceptional attention to detail, strong organizational skills, and the ability to manage multiple group accounts and deadlines simultaneously.

Compensation: $25.00-$28.00 hourly

Schedule

• Part-time, Monday through Friday
• Approximately 9:00 AM – 1:00 PM

Essential Duties and Responsibilities

Inquiry & Availability Management

• Serve as the primary point of contact for all Hotel Rooms corporate group inquiries, whether received directly or forwarded from other departments.
• Apply the 10-room-night minimum and seasonal Saturday policies to determine whether an inquiry can be accommodated, offering public rates and availability or alternative dates when it cannot.
• Review requested dates against Webrez Pro availability, counting standard and upgraded room types accurately.
• Respond to all inquiries within a 48–72 hour window via phone, email, TripleSeat, or Cvent, using approved communication templates and pre-established, non-negotiable pricing.

Booking Agreements & Contract Administration

• Prepare and edit Booking Agreements from approved templates, ensuring all group-specific terms — dates, room allocations, rates, and billing structure — are accurate.
• File and maintain Booking Agreements in the correct SharedDrive location by year and status (Pending/Confirmed).
• Track agreements through signature and route any required edits to standard contract language to Management for approval.

Group Folio, Reservation & Payment Management (Webrez Pro)

• Create and maintain Group Folios in Webrez Pro on the same day pricing and availability are communicated, building correct room allocations and pricing for Master Account, All Charges, and IPO billing structures.
• Update folios upon receipt of signed agreements and deposits, transitioning bookings from pending to secured status.
• Process group deposits, transfer folio balances to individual reservations where applicable, and generate accurate invoices and Statements of Account (SOAs).
• Build individual group reservations from rooming lists received at least 30 days prior to arrival, flagging VIP guests with appropriate housekeeping and welcome notes.

Pre-Arrival & Post-Stay Coordination

• Conduct week-prior check-ins with group contacts and review staffing needs ahead of each group's arrival.
• Create and distribute Group Resumes to PVI Leadership and Front Desk every Sunday ahead of the upcoming week's arrivals.
• Complete post-stay audits, resolving pending follow-ups and delivering final SOAs to group contacts by end of day on departure.

Cross-Department Communication

• Coordinate closely with Front Desk, Accounting, and Hotel Management to ensure accurate billing, guest recognition, and seamless service delivery for every corporate group.
• Refer all meeting space, dining, and event-related inquiries to the PW Special Events team.
• Communicate financial discrepancies or booking concerns to Hotel Management promptly.

Qualifications & Skills

• Prior sales, hospitality, or reservations experience preferred.
• Strong written and verbal communication skills; comfortable managing multiple inquiries and deadlines simultaneously.

• High attention to detail and accuracy, particularly with financial transactions and contractual documents.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Experience with Webrez Pro or a similar PMS/CRM platform preferred but not required.
• Ability to work independently, follow standard operating procedures, and escalate appropriately.
• Must be available Monday through Friday during scheduled hours (approximately 9:00 AM – 1:00 PM).

Company Standards

• Understand and uphold the Ponte Values and Service Standards.
• Ensure the safety and well-being of guests and associates.
• Maintain professionalism, integrity, and confidentiality at all times.
• Follow environmental and sustainability initiatives set by the company.
• Treat all associates and guests with respect and courtesy.
• Perform other duties as required by management.