The posting
Core Responsibilities:
- Answer incoming group and event inquiry calls and emails and use the established qualification sheet to gather relevant client information, dates, room needs, event details, and other requirements.
- Promptly provide completed qualification information to the Director of Sales & Marketing for follow-up.
- Direct requests for rates, pricing, proposals, availability commitments, or contract terms to the Director of Sales & Marketing. This position does not independently provide rates, quotes, or negotiate terms.
- Enter, maintain, and update group, event, and client information in applicable hotel systems.
- Maintain a high level of accuracy when entering, updating, and reviewing information in hotel systems.
- Regularly review information for completeness and accuracy and promptly correct or communicate discrepancies.
- Maintain organized and accurate group files and supporting documentation.
- Track important dates, deadlines, outstanding documents, and required information.
- Proactively flag missing information, approaching deadlines, discrepancies, or other items requiring the Director of Sales & Marketing's attention.
- Pull, review, organize, and distribute sales, group, and operational reports as requested by the Director of Sales & Marketing.
- Ensure information entered into hotel systems is timely, complete, accurate, and consistent with supporting documentation.
- Become proficient in all systems and programs necessary to support the Sales department and accurately perform assigned responsibilities.
- Coordinate with Group Housing, Reservations, Banquets, Front Desk, and other hotel departments, as requested by the Director of Sales & Marketing.
- Assist with booking links, rooming lists, reservation updates, event information, and client requests.
- Communicate group and event updates accurately and in a timely manner to the appropriate departments.
- Assist with gathering and organizing menus, guarantees, vendor information, timelines, and other event-related details.
- Assist with preparation and logistics for site visits, meetings, and events as needed.
- Help ensure hotel departments have the necessary information and documentation to properly prepare for upcoming groups and events.
- Respond to routine administrative questions from clients and internal departments.
- Follow up on outstanding documents, rooming lists, guarantees, forms, and other requested information.
- Prepare and organize routine correspondence, reports, files, and other sales-related documentation as requested.
- Maintain awareness of assigned tasks and deadlines and provide timely updates to the Director of Sales & Marketing.
- Take ownership of assigned responsibilities and follow tasks through to completion without requiring repeated reminders or follow-up.
- Communicate promptly when additional information, clarification, or assistance is needed to complete an assigned responsibility.
- Perform other sales administrative duties as assigned.
- Physical Requirements (In-Office Role)
- Ability to work in a standard office environment.
- Prolonged periods of sitting at a desk and working on a computer. (6-8 hours a day)
- Occasional standing and walking throughout the workday.
- Frequent fine motor skills, use of hands and fingers for keyboarding/typing, utilizing a mouse or trackpad, writing, and operating office equipment.
- Ability to communicate effectively verbally and in writing.
- Occasionally required to stand, walk, bend, reach, or carry items.
- Ability to lift and/or move 10–25 pounds as needed (e.g., files, office supplies).
- Visual ability to read from a computer screen and printed materials including close visual focus for extended periods and color differentiation (for certain roles).
- Ability to hear and participate in conversations and meetings, use phone and/or headset
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.
