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

**Kindly be advised that all educational credentials listed on your resume will be subject to verification and validation.**

• 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