Group Sales Coordinator

Group Sales Coordinator

Looking for an organized, charismatic Group Sales Coordinator to join our growing CoolVacay department!

Work Type: Full-time. Hourly. Year-round.

Work Schedule: Monday-Friday. 9AM-5PM (EST).

Location: Fully remote. May have to work in different time zones.

Experience with inventory mapping, PMS configuration, or distribution management is highly desirable.

Robust benefits package available.

Position Summary:

The Group Sales Coordinator supports the Group Sales team through administrative coordination, contract preparation, group booking management, CRM maintenance, and client communications to ensure a seamless sales process. This role manages a variety of group segments, including sports teams, weddings, corporate groups, and special events. As both a support and sales position, the Group Sales Coordinator is responsible for actively prospecting, generating new business opportunities, and building strong client relationships. The ideal candidate is a self-motivated, result driven professional who is comfortable stepping outside their comfort zone to drive revenue growth.

Success in this role requires strong organizational, communication, and multitasking skills, along with a proactive approach to problem solving. This individual is a team player who willingly supports colleagues and contributes to the overall success of the department.

Key Responsibilities

• Prospect and develop new group business through outbound sales, networking, referrals, and lead generation.
• Enter, modify, update and maintain group blocks in systems to ensure inventory, stay dates, cancellation policy, deposit requirements, and booking procedures to reflect accurately the contracted terms.
• Respond to and qualify group sales inquiries; prepare proposals and pricing.
• Negotiate contracts, rates, and concessions while maximizing profitability.
• Maintain strong relationships with group booking clients.
• Conduct site inspections and hotel presentations.
• Collaborate with Revenue Management on pricing, inventory, and displacement decisions.
• Coordinate with Operations and Event Services to ensure successful group execution.
• Maintain CRM records, forecasts, and sales pipeline.
• Prepare production reports, revenue forecasts, and sales updates.
• Generate reports and provide administrative support.
• Track deposits, cutoff dates, concessions, and event documentation.
• Coordinate rooming lists, billing, and special requests with hotel departments.
• Communicating with resorts regarding any special guest requests.
• Perform other duties as assigned.

Qualities & Characteristics

• Maintain flexibility to support departmental priorities and changing business needs.
• Exceptional attention to detail.
• Strong analytical and problem-solving skills.
• Excellent organizational and time management abilities.
• Ability to prioritize multiple projects while meeting deadlines.
• Strong computer aptitude and willingness to learn new technology.
• Excellent verbal and written communication skills.
• Ability to identify inconsistencies and implement solutions.
• Comfortable working independently while collaborating across departments.
• Ability to remain organized in a fast-paced, deadline-driven environment.
• Exceptional customer service and client relationship management.

Preferred Qualifications

• High school diploma or equivalent required.
• Associate's or Bachelor's degree in Hospitality, Business, Information Systems, or related field preferred.
• Two or more years of experience in hospitality operations, inventory management, revenue management, reservations, property management systems, or group sales preferred.
• Experience working with vacation rental software, OTAs, or channel management platforms preferred.
• Experience with inventory mapping, PMS configuration, or distribution management is highly desirable.

Company Culture

• Celebrate Success
• Strive for Excellence
• Seek to Understand
• Adapt Quickly
• Tell the Truth
• Change Champions
• Human Centric