Sales and Group Rooms Coordinator

Ithaka Hospitality Partners, LLC; Montgomery (AL); On-site; USD 38,000 - 54,000; Full time

Job summary

Ithaka Hospitality Partners seeks a detail-oriented Sales and Group Rooms Coordinator to support the Sales team at Elevation Convening Center & Hotel. You will manage group room blocks, prepare proposals, and coordinate with departments to ensure smooth execution from contract to departure.

Responsibilities include CRM data upkeep, reporting, and professional communication with meeting planners, university partners, and key accounts.

Qualifications

• Experience in hotel sales, reservations, or group housing preferred.
• Experience with university or key accounts is a plus.
• Attention to detail and ability to handle confidential information.

Responsibilities

• Provide day-to-day administrative support to the Director of Sales and Sales Managers.
• Prepare proposals, contracts, banquet menus, presentations, sales correspondence, and other client-facing materials.
• Maintain accurate account, contact, booking, and activity records within the hotel’s CRM and sales systems.
• Assist with lead entry, account maintenance, RFP responses, proposal preparation, and sales activity reporting.
• Manage incoming sales inquiries and route or respond to them promptly.
• Coordinate client site visits, familiarization tours, sales appointments, and related logistics.
• Prepare and distribute weekly, monthly, and quarterly sales reports as assigned.
• Maintain organized sales files and ensure required booking documentation is complete and current.
• Create and maintain room blocks, reservation links, booking instructions, rooming lists, and account-specific reservation requirements.
• Input, update, modify, and cancel group reservations accurately and efficiently.
• Monitor room block pickup, utilization, cut-off dates, attrition, and inventory needs; communicate changes to Sales and Revenue Management.
• Process rooming lists and coordinate reservation changes with planners and internal teams.
• Assist with room block adjustments and inventory management with Revenue Management and Reservations.
• Reconcile rooming lists and group billing information prior to arrival.
• Ensure group reservation details, VIP requests, and special accommodations are communicated to relevant departments.
• Support pre-arrival planning and group arrival logistics.

Skills

Customer service

Communication skills

Organization

Time management

Administrative skills

Multitasking

Problem-solving

Technical proficiency (PMS/CRM/Excel)

Collaboration

Revenue awareness

Education

High school diploma

Associate/Bachelor’s degree in Hospitality/Business (preferred)

Tools

Hotel reservation systems

Property Management Systems (PMS)

CRM / Sales platforms

Microsoft Office (Excel)

Job description

Join Ithaka Hospitality Partners on an Exciting Journey!

Are you ready to be part of something extraordinary? Ithaka Hospitality Partners is seeking a visionary and service-driven Sales and Group Rooms Coordinator to join our dynamic Sales team at Elevation Convening Center & Hotel.

Position Summary

The Sales & Group Rooms Coordinator provides administrative support to the Sales team while serving as the primary coordinator for group room block administration and reservation-related group logistics. The position supports revenue generation and guest satisfaction by maintaining accurate sales and reservation records, managing group room blocks from contract execution through departure, and ensuring timely communication among clients and hotel departments.

Working closely with Sales, Conference Services, Catering, Revenue Management, Reservations, Front Office, and Finance, this role helps move business efficiently from the sales process into execution while providing responsive, professional service to meeting planners, group contacts, university partners, key accounts, and guests.

Essential Duties & Responsibilities

Sales Administrative Support

• Provide day-to-day administrative support to the Director of Sales and Sales Managers.
• Prepare proposals, contracts, banquet menus, presentations, sales correspondence, and other client-facing materials.
• Maintain accurate account, contact, booking, and activity records within the hotel’s CRM and sales systems.
• Assist with lead entry, account maintenance, RFP responses, proposal preparation, and sales activity reporting.
• Manage incoming sales inquiries and route or respond to them appropriately and promptly.
• Coordinate client site visits, familiarization tours, sales appointments, and related logistics.
• Prepare and distribute weekly, monthly, and quarterly sales reports as assigned.
• Maintain organized sales files and ensure required booking documentation is complete and current.

Group Rooms Coordination

• Serve as the primary administrative contact for group room block and group reservation needs.
• Manage group room blocks from contract execution through group departure, ensuring reservation details align with contractual terms and client expectations.
• Create and maintain room blocks, reservation links, booking instructions, rooming lists, and account-specific reservation requirements.
• Input, update, modify, and cancel group reservations accurately and efficiently.
• Monitor room block pickup, utilization, cut-off dates, attrition, and inventory needs; communicate material changes or concerns to Sales and Revenue Management.
• Process rooming lists and coordinate reservation changes with meeting planners, group contacts, and internal departments.
• Assist with room block adjustments and inventory management in partnership with Revenue Management and Reservations.
• Reconcile rooming lists and applicable group billing information prior to arrival.
• Ensure group reservation details, changes, VIP requests, and special accommodations are communicated accurately to Front Office, Conference Services, Catering, Finance, and other operational teams.
• Support pre-arrival planning and group arrival logistics to help ensure a seamless guest experience.

Client & Guest Service

• Serve as a knowledgeable resource for meeting planners, university contacts, key accounts, travel advisors, and guests regarding group reservations and booking procedures.
• Respond promptly and professionally to reservation and room block inquiries by phone, email, and other communication channels.
• Resolve reservation-related questions and concerns within established service standards, escalating issues when appropriate.
• Maintain current knowledge of hotel accommodations, amenities, rates, packages, and policies.
• Coordinate VIP reservations, special requests, amenities, and pre-arrival arrangements as appropriate.
• Support reservation call center functions during periods of increased demand when applicable.

Reporting, Revenue & Data Support

• Prepare pickup reports, group reservation summaries, rooming lists, and other sales and reservation documentation.
• Support forecasting efforts through accurate reservation reporting, room block maintenance, and data management.
• Monitor reservation trends, booking patterns, and inventory needs and communicate opportunities or concerns that may affect occupancy or revenue.
• Maintain reservation system, CRM, guest profile, and account data accuracy and integrity.
• Assist with reservation audits, sales reporting, and account management initiatives as assigned.
• Support Sales and Revenue Management efforts with accurate reporting and analysis of room block utilization, attrition, pickup, and booking pace.

Communication & Collaboration

• Partner closely with Sales, Conference Services, Catering, Revenue Management, Reservations, Front Office, Finance, and other operational departments to support successful group execution.
• Participate in sales, group, revenue, and operational planning meetings as required.
• Ensure timely communication of group updates, reservation changes, inventory concerns, and account-specific requirements.
• Provide cross‑functional support during high‑demand periods, special events, and peak reservation cycles.
• Maintain a high level of professionalism, responsiveness, confidentiality, and service in all internal and external interactions.
• Assist with special projects and additional departmental duties as assigned.

Required Skills & Competencies

• Exceptional customer service and relationship-building skills.
• Excellent written and verbal communication skills.
• Strong organization, time management, and administrative skills with exceptional attention to detail.
• Ability to manage multiple deadlines and priorities in a fast‑paced environment.
• Strong problem-solving skills and sound judgment when resolving client, guest, or reservation issues.
• Proficiency with hotel reservation systems, property management systems, CRM/sales platforms, and Microsoft Office applications, particularly Excel.
• Working knowledge of hotel operations, group reservations, room blocks, inventory management, and sales processes.
• Ability to work collaboratively across departments and maintain confidentiality when handling sensitive information.
• Revenue awareness and the ability to recognize booking, pickup, attrition, and inventory trends that require attention.

Education & Experience

• High school diploma or equivalent required; Associate's or Bachelor's degree in Hospitality, Business, Marketing, or a related field preferred.
• One to three years of hotel sales, reservations, group housing, front office, customer service, or administrative experience preferred.
• Experience managing group reservations, room blocks, university or key accounts, or hotel reservation systems preferred.

Key Performance Indicators

• Accuracy and timely maintenance of group room blocks, rooming lists, reservations, guest profiles, and sales records.
• Timely completion of sales support, proposal, reporting, and administrative responsibilities.
• Accuracy and consistency of room block pickup, attrition, inventory, and forecasting reports.
• Responsiveness to meeting planners, account contacts, guests, Sales Managers, and internal departments.
• Client and guest satisfaction with the reservation and room block experience.
• Timely identification and communication of inventory concerns, booking trends, and room block performance issues.
• Effective cross‑department communication and contribution to successful group execution, repeat business, and account retention.
• Data integrity within sales, reservation, and property management systems.

Physical Requirements

• Prolonged periods of sitting and working on a computer.
• Ability to move throughout the hotel as needed to support sales and group activities.
• Ability to communicate effectively in person, by telephone, and electronically.
• Ability to lift up to 15 pounds occasionally.

Equal Opportunity Employer

Ithaka Hospitality Partners is an Equal Opportunity Employer. We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, or any other status protected by law or regulation. It is our intention that all qualified applicants are given equal opportunity and that selection decisions are based on job‑related factors.