Sales and Group Rooms Coordinator

The Sebastian - Vail - A Timbers Resort; Vail (CO); On-site; USD 50,000 - 65,000; Full time

Benefits offered by this job

Free onsite parking

401K with Match

PTO

Wellness Bonus

Full benefits package

Merchant Ski Pass Program

Free onsite dining

Job summary

The Sebastian Vail is seeking a Sales & Group Rooms Coordinator to support the Sales, Marketing and Revenue teams, handling lead routing, group room management, and reporting. This on-site role emphasizes hospitality, organization, and proactive client communication.

You will coordinate group bookings, assist with site tours, and ensure seamless guest experiences from contract through departure, while supporting weekly group pickup meetings and reporting cycles.

Qualifications

• Minimum of two (2) years of hospitality sales, catering, conference services, or related hotel experience.
• College education preferred.

Responsibilities

• Distribute incoming group leads and RFPs to the appropriate sales team members.
• Assist with site tours and client visits.
• Support sales managers with administrative processes and reporting.
• Coordinate VIP, client, and group amenities.
• Create and manage gift certificates.
• Prepare event signage, banquet labels, menus, group resumes, and meeting materials.
• Maintain sales calendars, distribution lists, and office supplies.
• Generate weekly and monthly sales reports.
• Attend and document sales, resume, and banquet event meetings.

Skills

Hospitality sales

Event coordination

Customer service

Communication

Education

College education preferred

Tools

Delphi system

Job description

The Sebastian Vail, a premier luxury mountain resort in the heart of Vail Village, is seeking a highly organized and service-focused Sales & Group Rooms Coordinator to support our Sales & Marketing and Revenue teams. This on-site position plays a critical role in driving group business, supporting sales operations, and ensuring a seamless experience for guests attending conferences, meetings, and special events.

If you thrive in a fast-paced hospitality environment, enjoy building relationships, and excel at managing multiple priorities with attention to detail, we'd love to hear from you.

Position Summary

The Sales & Group Rooms Coordinator serves as a key liaison between hotel departments, group clients, and the sales team. This position supports the sales process through lead distribution, reporting, administrative coordination, and group room management. Once a group booking is confirmed, the Coordinator becomes the primary contact for all rooming-related needs, ensuring accurate room assignments, reservations management, and exceptional guest service throughout the group's stay.

Sales & Event Support

• Distribute incoming group leads and Requests for Proposals (RFPs) to the appropriate sales team members.
• Assist with site tours and client visits.
• Support sales managers with administrative processes and reporting.
• Coordinate VIP, client, and group amenities.
• Create and manage gift certificates.
• Prepare event signage, banquet labels, menus, group resumes, and meeting materials.
• Maintain sales calendars, distribution lists, and office supplies.
• Generate weekly and monthly sales reports.
• Attend and document sales, resume, and banquet event meetings.

Group Rooms Coordination

• Serve as the primary contact for group rooming needs after contracts are finalized.
• Build and manage group blocks within the hotel's reservation systems.
• Create and maintain group booking links.
• Monitor room pick-up, cutoff dates, deposits, billing, cancellations, and attrition.
• Coordinate rooming lists and special guest requests.
• Communicate arrival details and VIP information to operational teams.
• Resolve rooming concerns and ensure a seamless guest experience.
• Assist with final group billing and invoicing.

Reporting & Systems Administration

• Lead weekly group pickup meetings.
• Prepare and distribute weekly agendas and BEO packets.
• Track monthly departmental expenses and invoices.
• Maintain Delphi system administration, contract updates, and lead entry.
• Produce and distribute operational and sales reports.
• Perform additional duties as assigned.

Preferred Education & Experience

• College education preferred.
• Minimum of two (2) years of hospitality sales, catering, conference services, or related hotel experience.
• Equivalent combinations of education, training, and experience will be considered.

Benefits

• Free onsite shift parking
• Discounted F&B, Spa Treatments & Retail up to 40% off
• 401K with Match
• PTO
• Wellness Bonus
• Full benefits such as Medical, Dental, Vision, LTD/STD, Life, Accident, Critical Illness, Hospital Insurance.
• Merchant Ski Pass Program
• Free onsite Chef prepared employee dining room with hot meals and salad bar

This job description is not all inclusive. The Sebastian Vail reserves the right to amend this job description at any time.

Our company (“Company”) fully subscribes to the principles of Equal Employment Opportunity. It is our policy to provide employment, compensation, and other benefits related to employment based on qualifications, without regard to race, color, religion, national origin, age, sex, veteran status, genetic information, disability, or any other basis prohibited by federal, state or local law.

In compliance with the Americans with Disabilities Act (ADA) and applicable federal, state and/or local laws, it is our policy to provide reasonable accommodation upon request during the application process to applicants in order that they may be given a full and fair opportunity to be considered for employment. As an Equal Opportunity Employer, we intend to comply fully with applicable federal, state and/or local employment laws and the information requested on this application will only be used for purposes consistent with those laws. To the extent required by applicable law, The Company maintains a drug- free workplace.