Group Sales Coordinator

InterContinental Hotels Group; Auckland; On-site; NZD 60,000 - 75,000; Full time

Benefits offered by this job

Room discounts for staff

Training & development opportunities

Job summary

Hotel Indigo Auckland is seeking an organised Reservations Coordinator to own contracted group bookings from handover to post-stay follow-up. You will manage milestones, payment schedules, and ensure a smooth, professional client experience.

The role involves loading bookings in the PMS, handling rooming lists, liaising with Sales, Reservations and Operations, and supporting revenue optimisation through careful inventory and billing coordination.

Qualifications

• Previous experience in hotel reservations, sales coordination or group bookings.
• Ability to manage multiple groups and deadlines.
• Understanding of group contract terms and room inventory.
• Proactive communication with clients and internal teams.

Responsibilities

• Take ownership of contracted group bookings from handover to arrival and post-stay follow-up.
• Monitor milestones: cut-off dates, release dates, attrition, payment schedules, special requirements.
• Act as primary coordinator for all group-related booking activity.
• Create, load and maintain group bookings in the PMS; manage rooming lists and amendments.
• Coordinate deposits, pre-payments, invoicing and billing queries; assist with final account reconciliation.
• Provide clear, professional communication to clients; ensure seamless arrivals and stays.
• Collaborate with Reservations, Sales and Operations to optimise revenue and inventory.
• Support Sales with reporting; manage sales inbox and departmental activities.
• Assist Reservations team during peak periods and weekends as needed.
• Coordinate post-stay administration and client follow-up.

Skills

Hotel experience

Organisation

Attention to detail

Commercial awareness

Communication

Systems confidence

HotelKey familiarity

Flexibility

Tools

Hotel PMS

Job description

Who we are

At Hotel Indigo, we welcome all guests into our neighbourhood and share our love for the place we call home. We inspire them to explore and discover different perspectives, so every one of them can create new stories of their own. With over 125 properties worldwide, we look for individuals who can inspire our guests to make unique discoveries - opening the door to meaningful connections with the diverse people, places and cultures of the local area.

Taking centre stage in midtown Auckland, Hotel Indigo Auckland stands as a testament to the vibrant intersection of history, arts, culture and business. Our boutique hotel soars above the city's skyline in one of midtown's tallest buildings, where we've masterfully preserved the historic charm of the original façade - once home to Dexter and Crozier's "The Motor House" - while creating a fresh, modern hospitality experience.

What You’ll Do

Group Booking Management

• Take ownership of contracted group bookings from handover through to arrival and post-stay follow-up, ensuring every detail is accurate and professionally managed.
• Monitor key contract milestones, including cut-off dates, release dates, attrition clauses, payment schedules and special requirements.
• Act as the primary coordinator for all group-related booking activity, ensuring a smooth and consistent client experience.

Reservations & Rooming Lists

• Create, load and maintain group bookings within the hotel Property Management System (PMS).
• Manage rooming lists, guest name changes, amendments and reservation updates with care and precision.
• Ensure all booking information is accurate and reflected correctly across internal systems.

Billing & Financial Coordination

• Manage group deposits, pre-payments and billing requirements in line with contracted terms.
• Liaise with clients and internal departments to ensure payments are received within agreed deadlines.
• Coordinate invoicing requirements and support the resolution of any billing queries.
• Assist with final account reconciliation and billing accuracy following group departures.

Client & Guest Experience

• Support clients and guests with enquiries, special requests and booking amendments.
• Provide clear, professional and proactive communication that gives clients confidence their groups are in good hands.
• Help ensure group guests enjoy a seamless arrival and stay experience.

Commercial & Inventory Support

• Monitor room blocks and inventory commitments, helping the team respond effectively to booking changes and maximise opportunities.
• Maintain awareness of contracted terms and the commercial impact of amendments, cancellations and release dates.
• Work closely with Reservations and Sales teams to support revenue optimisation and inventory management.

Team Collaboration

• Act as the link between Sales, Reservations and Operations, ensuring all departments have the information they need to prepare for group arrivals.
• Communicate group movements, special requirements and key updates to relevant teams in a timely manner.

Sales & Administrative Support

• Provide reporting and administrative support to the Sales team.
• Assist with management of the sales inbox and coordination of departmental activities.
• Maintain accurate records and documentation relating to group business.

Reservations Team Support

• Support the wider Reservations team during peak periods, annual leave and colleague absences.
• Participate in weekend coverage as required to ensure continuity of service.

Post-Stay Follow Up

• Coordinate post-stay administration, ensuring all billing and account requirements are completed accurately.
• Assist with client follow-up and feedback collection to support future business opportunities and ongoing relationships.
• Ensure all group records are finalised and closed in line with hotel procedures.

What we need from you

• Hotel Experience – Previous experience in hotel reservations, sales coordination or group bookings, with an understanding of how these teams work together.
• Organisation – The ability to manage multiple groups, changing details and important deadlines while keeping everything on track.
• Attention to Detail – Confidence handling rooming lists, reservations and contract information accurately, even when plans change.
• Commercial Awareness – An understanding of group contract terms, room inventory and how booking changes can affect the wider hotel.
• Communication – A warm, professional approach to working with clients, guests and colleagues across different departments.
• Systems Confidence – Experience using a hotel property management system; familiarity with HotelKey would be an advantage.
• Flexibility – A willingness to support the Reservations team during busy periods and work weekends when required.

What you can expect from us

We give our people everything they need to succeed. From a competitive salary that rewards all your hard work to a wide range of benefits designed to help you live your best work life - including impressive room discounts and some of the best training in the business.

Our mission is to welcome everyone and create inclusive teams where we celebrate difference and encourage colleagues to bring their whole selves to work. IHG Hotels & Resorts provides equal employment opportunities to applicants and employees without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, protected veteran status or disability. We promote a culture of trust, support and acceptance - always welcoming different backgrounds, experiences and perspectives.