Group Sales Coordinator

Job Description

Job Description

Group Sales Coordinator

Position Summary

The Group Housing Coordinator manages guest room reservations for contracted group business. This role works closely with the Sales, Catering, Revenue, and Front Office teams to ensure group room blocks are accurate, reservations are processed correctly, and clients receive exceptional service throughout the booking process.

Key Responsibilities

• Manage all group room blocks from contract through departure.
• Process group reservations, rooming lists, and reservation changes.
• Monitor pickup, cut-off dates, and room block utilization.
• Communicate with meeting planners regarding rooming lists, reservation questions, and housing updates.
• Coordinate with the Front Office and Revenue teams to ensure accurate inventory and room assignments.
• Prepare group housing reports and distribute as needed.
• Ensure reservation details are entered accurately into the hotel's property management system.
• Assist with VIP arrivals, special requests, and pre-arrival planning.
• Maintain organized records of all group housing activity.

• Provide exceptional customer service to clients and internal departments.

• Keeping updated files on all upcoming room blocks upon turnover, ensuring accuracy between Delphi and PMS system

• Arranging correct billing instruction and ensuring correct rates and concessions

• Provide group pick up reports

• Assist Conference Service Manager in monitoring group room attrition requirements

• Assist the sales and catering managers and directors with clerical tasks and guest service so that they can focus on closing business.

Qualifications

• Previous hotel reservations, front desk, or sales support experience preferred.
• Strong organizational and time management skills.
• Excellent written and verbal communication.
• Proficiency with Microsoft Office; experience with hotel systems such as Delphi and Opera is a plus.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and commitment to accuracy.

Success in This Role

• Accurate management of group room blocks and reservations.
• Timely communication with clients and hotel departments.
• Minimal reservation errors and strong customer satisfaction.
• Effective coordination that supports successful group events and hotel operations.

• Career growth opportunities across our nationwide portfolio
• Flexible scheduling 
• Access up to 40% of your earned wages before payday with PayActive
• Paid Time Off (PTO) and Paid Holidays
• Full healthcare benefits: medical, dental, and vision
• 401(k) with guaranteed 4% match and no vesting period
• Exclusive hotel and food & beverage discounts

Our Be Excellent culture is more than just words on a website -- we live and breathe it. As one associate said in an anonymous survey, "This is the best management company I've ever worked for. They walk the talk from the corporate office to the field."

The above job description is not an exhaustive list of all the duties and responsibilities of the position, nor should it be construed as a contract.

HVMG  is an equal opportunity employer. We will not discriminate against employees or applicants for employment on any basis prohibited by federal, state, or local laws. This policy governs all aspects of employment, including selection, job assignment, compensation, promotion, discipline, termination, and access to benefits and training.