Strategic Group Rooms & Sales 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

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.