Group Coordinator

Position Summary:
The Hotel Sales Administrator plays a vital support role within the Sales & Catering department, ensuring the seamless execution of administrative tasks that directly impact group and transient business success.

This position requires a detail-oriented, highly organized individual capable of managing systems, internal communication, and administrative processes to support the Director of Sales and the overall team.

Key Responsibilities:
Group & BT Reservations Management:

Build and maintain group room blocks within the property management and point-of-sale (POS) systems.

Create and manage all group and business transient reservations, ensuring accuracy in room types, rates, and billing instructions.

Reporting & Communication:

Compile, distribute, and maintain group resumes, banquet event order (BEO) packets, and internal communications.

Distribute and manage the daily change log to ensure all departments are updated with reservation and group changes.

Maintain oversight of weekly and monthly hotel reporting as assigned.

Meetings & Event Coordination:

Schedule and coordinate internal hotel meetings and on-property events related to the sales and catering departments.

Attend and represent the Sales Department at weekly staff meetings and on the hotel's Safety Committee.

Sales Support & Inquiry Management:

Manage the sales inquiry phone line, routing calls appropriately and assisting with basic sales inquiries as needed.

Support the Director of Sales with group room block oversight and inventory management, including monitoring pickup, cutoff dates, and availability.

Administrative Support:

Assist the Director of Catering with various administrative duties including data entry, document preparation, and client communication.

Provide general office support to the Sales & Catering team, including filing, supply management, and other tasks as assigned.

Additional Duties:

Perform other duties and special projects as assigned or required in support of the department and hotel operations.

Qualifications:
Prior administrative or sales support experience in a hotel or hospitality setting preferred.

Familiarity with hotel POS and reservation systems (e.g., Opera, Delphi, or similar) a plus.

Strong communication and interpersonal skills.

Excellent organizational skills and attention to detail.

Ability to manage multiple priorities and deadlines in a fast-paced environment.

Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

The Woodcliff Hotel and Spa is an Equal Opportunity Employer and considers applicants for all positions without regard to age, disability, genetic information and/or predisposing genetic characteristics, marital status, national origin, race/color, religion, sex/gender, sexual orientation, military or veteran status, victim of domestic violence status, arrest or conviction record, or any other characteristic protected by applicable laws.