Group Sales Coordinator - The Ritz-Carlton

Sage Hospitality Group; Chicago (IL); On-site; USD 36,000 - 40,000; Full time

Benefits offered by this job

Medical, dental, & vision insurance

401(k) with employer matching

Flexible spending accounts

Life and AD&D insurance

Short-term disability

Employee Assistance Program

Hotel discounts

Job summary

The Ritz-Carlton, Chicago is seeking a Group Sales Coordinator to support the Group Sales team by coordinating sales activities, maintaining client and group records, and preparing proposals.

You will work closely with Sales, Catering, Conference Services, Front Office and other hotel departments to ensure seamless execution of group events and exceptional guest experiences.

Qualifications

• High school diploma or secretarial training required.
• Previous sales, hospitality, and secretarial experience preferred.
• Advanced MS Word, Excel, Publisher, PowerPoint skills.
• Strong editing, grammar, and letter-format knowledge.

Responsibilities

• Assist sales managers in obtaining customer satisfaction through clerical and administrative duties.
• Respond to inquiries regarding reservations, hotel information, and guest concerns.
• Type correspondence, reports and contracts; prepare proposals and letters.
• Coordinate all group and wedding business as contracted by the sales manager/DOS; follow up within five work days.
• Communicate with multiple hotel departments to ensure events run smoothly and exceed client expectations.
• Maintain organized client and group files and develop strong customer relationships.

Skills

Group Sales Coordination

Microsoft Word

Excel

Professional communication

Client relations

Education

High school diploma or secretarial training

Tools

Proposals software

Job description

Iconic architecture, a thriving culinary scene, beautifully landscaped public spaces and an array of museums are just part of what draws visitors to the Windy City. At The Ritz-Carlton, Chicago, a luxury hotel set atop Water Tower Place in the historic Gold Coast, guests will have every chance to explore the city, from shopping along Michigan Avenue to viewing famous works at the Art Institute. Yet with our hotel’s spa, rooftop lounge, locally inspired restaurant, indoor lap pool and spacious accommodations overlooking the city, guests may not want to leave the premises.

The Ladies & Gentlemen in Sales are dedicated to creating meaningful relationships and delivering exceptional experiences for our guests and clients. As aGroup Sales Coordinator, you will provide essential support to the Group Sales team by coordinating sales activities, maintaining accurate client and group information, preparing proposals and correspondence, and assisting with the details that move each group from initial inquiry through arrival. You will communicate professionally with clients and internal partners while anticipating needs and ensuring that every detail is handled with care and precision. Working closely with Sales, Catering, Conference Services, Front Office and other hotel departments, you will help create a seamless experience that exceeds expectations and builds lasting client relationships.

Recognized as “the gold standard” of hospitality, The Ritz-Carlton selects only the most passionate and skilled hospitality professionals. As one of our Ladies and Gentlemen, you will reflect the values that make us the world’s finest luxury brand. Here, in a diverse environment where individual aspirations are fulfilled and quality of life is enhanced, you will be inspired to work alongside your fellow employees to bring special moments to life for our guests and each other. Through your organization, attention to detail, responsiveness and commitment to excellence, you will play an important role in supporting our sales team, strengthening client partnerships and creating Ritz-Carlton guests for life.

Assist sales managers in obtaining customer satisfaction by performing clerical and administrative duties relating to guest and hotel communications and sales. Responds to telephone and in-person inquiries regarding reservations, hotel information and guest concerns.

• Answer sales office phones when sales staff not available. Respond to all sales inquiries accurately, timely and in a professional manner.
• Type correspondence, reports and necessary forms i.e. contracts, as well as prepare proposals or other letters as directed.
• Coordination of all group and wedding business as contracted by the sales manager/DOS. Contact and provide appropriate follow‑up on all signed/contracted business within five (5) working days. Determine and coordinate all needs of the customer.
• Responsible for effectively communicating with the various departments to ensure that the meeting and related functions are executed to exceed the client’s expectations.
• Account Service and Management Maintains well documented, accurate, organized and up-to-date file management in order to serve client and employer in the most expedient, organized and knowledgeable manner.
• Develops strong customer relationships through appropriate client communication and the use of professional, courteous and ethical interpersonal interaction.
• Work with sales personnel to achieve required sales team goals.
• Have current knowledge of hotel rates, strategies, discounts and promotions.
• Assist with completing any required sales reports.
• Develop and effective communication and information system with the hotel team to disseminate details of upcoming group, meeting events and special events in the primary marketing area.
• Assist hotel with implementing hotel specific selling strategies.
• Promptly, the same day or by 10am the next business day, follows-up on all customers’ needs and inquires in an efficient and expedient manner.
• Represents themselves and the hotel with the highest level of integrity and professionalism, a service focused approach and a caring, sincere attitude at all times.
• Exhibits a positive and involved team attitude to all hotel departments and maintains open communication with all co-workers for the best overall performance of the hotel.
• Display a neat, clean and business-like appearance at all times.
• Creates monthly social hour calendar with the Director of Sales.
• Assists the Sales department with monthly luncheons, client events, etc.
• Conduct walk‑in tours
• Create gift bags for guest traces, VIP’s, Hug’s, etc. Keep supplies stocked and on hand.
• Work with EBC on all group turnover and proper execution of the groups.

Education/Formal Training

High school diploma or vocational secretarial.

Experience

Previous sales, hospitality, and secretarial experience preferred.

Knowledge/Skills

• Advanced knowledge/use of Microsoft Word applications Word, Excel, Publisher and PowerPoint.
• Alphabetizing, grammar and punctuation skills.
• Standard business letter formats.
• Strong editing skills.

Physical Demands

• Excellent communication skills necessary to communicate clearly with customers and other departments by phone or in person.
• Able to read contracts and letters.
• Able to use computers.
• Excellent attention to detail and multi‑tasking skills.
• Bending/kneeling - repeated bending and kneeling required while filing
• Mobility - must be able to reach all areas of hotel to assist clients. Occasional standing. Occasional carrying and lifting of files and office items up to 25 lbs.

Environment

General office and hotel environment

• Acrrued PTO plan
• Medical, dental, & vision insurance
• Eligible to participate in the Company’s 401(k) program with employer matching
• Flexible spending accounts options
• Basic Life and AD&D insurance
• Short-term disability options
• Employee Assistance Program
• Great discounts on Hotels, Restaurants, and much more

$26 - $29/Hourly