Group Sales Administrator & Housing Coordinator

Group Sales Administrator and Housing Coordinator

Cragun's Resort, nestled along the picturesque shores of Gull Lake in Brainerd, Minnesota, is excited to welcome a compassionate and detail-oriented Group Sales Administrator and Housing Coordinator to our team.

In this important role, you will play a vital part in supporting our Group Sales department by taking care of administrative tasks, managing housing arrangements, and ensuring that group bookings run smoothly. We are looking for someone who values excellent organizational skills, embodies a customer-service mindset, and shares our passion for creating memorable experiences in the hospitality industry. Your contributions will help us make every guest feel at home.

Group Sales Administration:

• Offer compassionate support to Group Sales Managers and Event Coordinators as they navigate the complexities of group bookings, event planning, and follow-up communications.
• Ensure that group reservations are maintained and updated with care, capturing all client details and special requests to help create memorable experiences.
• Assist in the preparation and management of event contracts, proposals, and billing details, contributing to an organized and positive planning process.
• Regularly monitor and track group sales goals, sharing insightful updates with leadership to help guide our collective efforts.
• Work closely with the accounting department to process deposits and payments, ensuring financial records are accurate and making the process as smooth as possible for everyone.
• Respond with warmth and promptness to inquiries from potential and existing group clients, making them feel valued and supported.
• Collaborate on the development and distribution of marketing materials that effectively communicate the unique offerings for group bookings and events.

Housing Coordination:

• Carefully manage all housing and lodging assignments for group bookings, ensuring that every attendee and event participant feels comfortable and well taken care of.
• Coordinate rooming lists diligently, ensuring that any guest room needssuch as special requests or preferred bed typesare communicated clearly to the front desk and housekeeping teams.
• Be the reassuring point of contact for group clients and event organizers, providing guidance for all housing-related inquiries and changes.
• Actively monitor and resolve housing issues, including overbookings and special requests, to foster a positive environment where everyone feels supported.
• Collaborate with the Reservations Department to ensure accurate availability and reservation tracking, prioritizing clarity and efficiency.
• Foster open communication between group organizers and resort staff regarding housing adjustments or requests, ensuring that everyone feels informed and valued throughout the process.

Other Duties:

• Assist with event set-up and coordination as needed, ensuring smooth transitions from check-in to event start.
• Provide support to the Director of Sales & Marketing on special projects and tasks as needed.
• Participate in regular team meetings to ensure alignment across departments.

Requirements:

• High school diploma or equivalent required; a college degree in hospitality, business, or a related field is preferred.
• Previous experience in hotel/resort sales, event coordination, or administrative roles is an advantage.
• Strong organizational skills and the ability to manage multiple tasks effectively.
• Excellent verbal and written communication skills with a customer service focus.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook); experience with resort management software (e.g., Maestro, Salesforce) is a plus.
• Ability to work well under pressure in a fast-paced environment.
• Strong attention to detail and problem-solving skills.
• Capable of working independently and as part of a team.

Working Conditions:

• Full-time position, primarily Monday to Friday during regular business hours, with occasional evenings and weekends during peak booking seasons.
• Work location is based at Cragun's Resort in Brainerd, Minnesota with a collaborative work environment.
• Benefits include health/dental/vision insurance, retirement plan options, and resort discounts.

Are you passionate about hospitality and eager to join a dedicated team? We want to hear from you! Help us enhance our guests' experiences and create unforgettable moments.